Administrative Assistant

Position: Administrative Assistant

Schedule: 5 days a week

Pay rate: $28 - $32/Hour

Administrative:

• Perform various secretarial/clerical duties such as documenting, photocopying, mailing, and organizing filing systems
• Keep inventory of office supplies and important business files
• Organize, file receipts and send payments for rent, utilities, and office supplies
• Respond to various ad-hoc requests from department staff
• Assist with incoming communications, including shared inboxes, mail and faxes
• Answer and route incoming telephone calls
• Interact and communicate professionally with staff, executives, members, and vendors on a daily basis
• Basic website updates, handle merchandise orders, food orders for meetings
• Responsible for making bank deposits, handling deliveries to the bank and post office, 
• Maintain stock of and ship merchandise ordered via VES Global Website
• Track inventory and ensure office and kitchen areas are stocked with supplies, snacks and beverages
• Run office related errands
• Light office upkeep
• Project support as needed

Membership:

• New membership processing assistance
• Printing nomination certificates & mailings
• Coordinate printing and delivery of new member mailings 

Accounting:

• Process member and studio payments for screenings, advertising campaigns, and annual memberships
• Reconciliation of Credit Card Statements for various company cards across VES
• Under supervision, maintain and update a database of 5K plus members in QuickBooks, including tracking some payments, new member additions, and cancellations

Email Support:

• Create and send Section and sponsored emails via templates in MailChimp

 Web and Magazine Support:

• Post and remove web ads; maintain detailed tracking log in Excel
• QC ad materials and collect ad performance statistics for reporting
• Prepare and publish weekly web-exclusive articles in WordPress
• Use Adobe Photoshop for basic image editing (a plus)
• Work with basic HTML code when needed (a plus)
• Batch resize images and PDFs for quarterly magazine production
• Create WordPress versions of magazine articles
• Maintain spreadsheet of article links and authors
• Upload Virtual Production articles (if applicable)
• Create and embed flipper version of each magazine issue
• Update homepage with new magazine content
• Add each new magazine issue to the online store

Qualifications & Skills:

• Organizational Skills: Efficiently manage databases, filing systems and inventory; coordinate mailings and travel arrangements.
• Communication: Answer phones and interact professionally with staff, vendors, and members.
• Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, Outlook) and Google Suite, entry-level knowledge of QuickBooks for various administrative tasks is a plus, willingness to learn MailChimp and WordPress
• Accounting & Finance: Credit card reconciliation.
• Multitasking & Time Management: Prioritize and handle multiple tasks simultaneously while meeting deadlines.
• Attention to Detail: Ensure accuracy in data entry, document management, and financial record-keeping.
• Highly Initiative-Driven: Proactively anticipate needs and take action to address tasks or challenges before they arise.

Benefits, Compensation and Hours

• Competitive Benefit Package: includes medical/dental/vision insurance, vacation pay, retirement plan and FSA.
• Pay Rate: $28 - $32 an hour.
• Working Hours: This position is a full-time, hourly position in office.

How to Apply:

To help us get to know you better:

1. Cover Letter Required: Tell us why you'd be great for this role and how your background aligns with what we're looking for. We want to hear your story and understand what draws you to this opportunity.

2. Submit Materials: EMAIL your cover letter and resume to jobs@vesglobal.org by January 26th, 2026 at 5:00 PM Pacific. Please include "Administrative Assistant" in your email subject line.

We review all applications carefully and will be in touch with qualified candidates soon after the deadline.

About VES

The Visual Effects Society (VES) is a global honorary society championing the innovative and creative realm of visual effects across all entertainment domains. VES serves nearly 5,500 members in 50 countries. We are committed to education, inspiration, and celebrating excellence in our craft.