Administrative Assistant

Job title Administrative Assistant
Company Name Savannah Area Film Office
Location Savannah, GA
Date Posted Wednesday, May 31, 2017
Category
Job Type Full-Time

Description

Reports to: Director of Savannah Area Film Office

Required Experience:
o Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
o General mathematical skills with ability to interpret spreadsheets
o Customer Service
o Front desk/receptionist experience
o Database Management
o Clerical Skills
o Data Entry
o Web Design, Graphic Design, and Computer skills not limited to: social media, WordPress, Mail Chimp, Reel Scout, Adobe Photoshop, Adobe Premiere Pro, basic graphic designing skills

Major Duties and Responsibilities:

o Assistant to executive
o Keep company calendar updated daily
o Screen/prioritize/direct incoming calls and mail/correspondence taking appropriate actions as necessary
o Check voicemail and forward messages to appropriate staff member. Follow-up on any general request(s)
o Ensure kitchen is stocked, organized, and adequately supplied.
o Maintain professional office appearance, answer incoming calls, screen customers and visitors
o Keep an updated list of current productions seeking to film in the Savannah Area
o Create meeting agendas, monthly & annual reports, presentations, and corresponding materials
o Assist with yearly budget and track expenses accordingly
o Prepare expense reports
o Create Quarterly Newsletter with MailChimp and distribute accordingly
o Update and maintain mailing lists
o Approve Reel-Scout crew and support service listings to keep databases up to date
o Update website News and Film in Savannah sections with crew calls, casting calls, and project history

o Set up meeting rooms and schedule catering requests with vendors
o Maintain inventory of office supplies, office equipment, and organization of storage/file rooms
o Serve as reporter at meetings creating meeting minutes
o Assist with travel arrangements and accommodations, coordinate meetings, organize luncheons and dinner(s) when appropriate
o Create check requests, travel requests, purchase orders as needed
o Handle all incoming and outgoing shipping needs.
o Design, order, and stock all “swag” material and print material (rack cards, business cards, etc.)

Other Responsibilities:

o Assist marketing team with event planning and preparation. Assist with registration for conventions, symposiums and special events as requested
o Attend special events on behalf of the Savannah Area Film Office and SEDA
o Create client folders for visiting productions
o Work with Visit Savannah to coordinate lodging for scouts/productions
o Request appropriate documents from productions and file digitally each shooting day (call sheets, schedules, crew lists, vendor lists, etc.)
o General office: creating files, scans, copies and labels
o Updating social media platforms with current, relevant articles, information, and events.

Education:

o High school degree is required; Bachelor’s degree is preferred.

The above job description is intended to describe the general nature and level of the work being performed by the Receptionist/Administrative Assistant. It is not an exhaustive list of all duties and responsibilities.

Please send resumes to nparenti@filmsavannah.org. Job submissions will close on June 16.