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AUTO RATE EXAMPLE - SIMPLE

Job No: AUTORATE2
Location: TEST

COMPANY SUMMARY

Celebrating over 25 years in the industry, Scanline VFX specializes in creating complex visual effects for high end, block buster feature films with studios worldwide: Vancouver, Los Angeles, Munich, and Stuttgart. Founded in Germany, the company expanded to Los Angeles in 2007 and opened the largest studio in beautiful Vancouver, British Columbia in 2011.  In 2015 it won the Emmy for Outstanding Visual Effects for their work on Game of Thrones.  Scanline VFX has received multiple Academy Award Nominations for Best Achievement in Visual Effects: 2014 for Iron Man 3 and in 2010 for its work on director Clint Eastwoods Hereafter.  We are also well known for our proprietary, in-house fluid effects software Flowline, for which it received a 2008 Scientific and Technical Achievement Academy Award.

Today, it is one of the biggest names in the industry and the go-to studio for creating epic, breathtaking cinematic moments.  Current productions include: Justice League: Part 2, Meg, Black Panther, Tomb Raider, Aquaman, and several other projects to be announced soon.

Recent projects include Guardians of the Galaxy: Vol. 2, King Arthur: Legend of the Sword, Power Rangers, The Promise, Batman vs Superman: Independence Day Resurgence, Ben Hur, Miss Peregrine's Home for Peculiar Children, Dawn of Justice, Game of Thrones, Furious 7, San Andreas, The 5th Wave, Point Break, Hateful 8, and In the Heart of the Sea.  Past films include Exodus, The Hunger Games Mockingjay, 300: Rise of an Empire, Captain America: Winter Soldier, White House Down, Godzilla, The Wolf of Wall Street, Snowpiercer, Journey 2, Blackhat, Man of Steel, Iron Man 3, Looper, Cloud Atlas, A Good Day to Die Hard, The Amazing Spiderman, Divergent, Pompeii, Iron Man 3, Into the Storm, The Avengers, Battleship, The Invasion, Poseidon, Immortals,  Super 8, 2012, Hereafter, 300, Poseidon, and The Chronicles of Narnia: Prince Caspian.

Scanline VFX offers a leading edge creative, collaborative team environment working with brilliant talent from around the globe. Located in the heart of downtown Vancouver, BC the studio is steps from transit, the best in the city's trendy Yaletown dining and Robson high street shopping. On site amenities include a lounge/nightclub with big screen projector tv, pool table and foosball tables, over-sized patios and rooftop deck kitchen & BBQ areas, secure bicycle storage, massage chairs, showers and lockers. Experience fun team events, parties, sporting activities, local business discounts and much more.

Seeking a challenge where you will do the best work of your career? "FOLLOW" us on linkedin for job board updates.

https://www.linkedin.com/company/scanlinevfx-vancouver

TITLE

OFFICE ADMINISTRATOR/PERSONAL ASSISTANT

JOB SUMMARY

Seeking proactive organizing expert!

As the Office Administrator/Personal Assistant to the President and Vice President at ScanlineVFX, you have fun in an environment where no two days are the same. You are the right hand to the owners of the company and the left brain for positive, creative solutions to running smooth day to day office operations. For you, no job is too big or too small and all projects are completed on time, on budget and done to the highest of standards and quality. As a senior team member you personify; professionalism, confidentiality and discretion.

Expect to partner with the President and Vice President’s Personal Assistant in their Vancouver studio with personal items 50% of the time and supporting studio leadership team 50% of the time for office responsibilities. Facilities, HR and General Administrative support where duties cross over and are shared in a fast paced and fast shifting environment that requires you to think on your feet, take initiative, and learn new things quickly.

RESPONSIBILITIES

Personal Assistant 50%

  • Personal tasks and errands; phone call screening, mail, general correspondence and document preparation/execution, personal bill payment, record keeping, reporting, credit card reconciliation, travel and accommodation, household payments, errands, purchasing, maintenance, special projects and tasks as assigned.
  • Prioritize people and situations in need of attention and manage VIPs, confidential and sensitive information with the appropriate judgement and discretion; internal and external stakeholders.
  • Create and maintain personal action items, to-do-list, and follow up and follow through proactively maintaining/providing status updates in a timely fashion.
  • Manage and maintain calendars including scheduling meetings, conference calls, and preparation of meeting materials.
  • High level client and VIP services; ordering meals, setting up refreshments, cleaning/tidying meeting rooms, technical set ups, arranging transportation/accommodations etc.
  • Provide reliable and timely resolution to complex inquiries.
  • Prepare and maintain spreadsheets, expense reports, and meet all deadlines.
  • Coordinate or initiate various research inquiries/projects.
  • Various duties as assigned.

Office Administration/Facilities 50%

  • Manage studio facilities; facilities ticket management + assignment, repairs, improvements, resolving issues, coordinating with contractors, health and safety, team moves, office equipment maintenance/repair and other general facilities required as needed.
  • Owner and maintenance of meeting room calendars, scheduling, confirming, negotiation for meeting space and relevant attendees and ensuring smooth communication flow and able to shift quickly as needed.
  • Manage and track office expenses including accounts payable, purchase orders, expense reports/reimbursements
  • With IT/Systems, manage on set equipment packages, including checking in/out for all location shoots, facilitating repairs and upgrades when needed.
  • Responsible for Opening/Closing Procedures; training other on opening/closing procedures.
  • Manage internal Facilities web page; communication to studio of updates, changes, standards etc. (Confluence)
  • Assist with HR tasks as needed; interview set up, performance evaluations, data entry etc.
  • Event coordination for onsite and offsite; company parties, special events, etc. (50+ staff in LA office)
  • Understand key functions of support roles and studio projects.
  • Other administrative and miscellaneous tasks as required/assigned.

QUALIFICATIONS & SKILLS

  • University or College Degree/Diploma in Administration or Industry related experience in a production environment; preferred.
  • Intermediate to Expert MS Excel Skills; MS Word and office suite.
  • Proficient in spelling, punctuation and grammar. Minimum typing speed of 60 wpm.
  • Expert; Calendar Administration (preferably using OX calendar) Basic Confluence maintenance knowledge; Database experience; preferred.
  • Successful track record of Personal Assistant experience minimum 5+ years. 
  • Office Administration Facilities experience 5+ years.
  • Proficient in organizing worldwide travel/accommodation.
  • Experience in working with, directing various trades is a must; plumbers, electricians, and general contractors.
  • Ability to troubleshoot small facility issues; change light bulbs, unclog sinks, simple household tasks. 
  • Self-motivated, highly organized and results-oriented individual who works with little or no supervision, and demonstrates initiative, flexibility, teamwork, grace under pressure, and anticipates and resolves problems; escalates as needed.
  • High level of professionalism when speaking with VIP visitors and executives. Excellent interpersonal skills; exceptional verbal and written communication skills.
  • Polite, easy-going, patient and service-oriented; can do attitude and a cool demeanor under pressure!
  • Thrives in a fast-paced-change-environment; and at times, ambiguous environment.
  • Takes initiative and goes beyond established framework; looks for new ideas and creative solutions to overcome challenges.
  • Team player with good sense of humor!

REQUIREMENTS

  • Must have valid California Drivers License
  • Must be able to lift 25lbs
  • Must be flexible with availability; occasional evenings and weekends
  • Bondable

 

BENEFITS INCLUDED
+Extended Medical
+Disability Insurance
+Dental Insurance

 

HOW TO MAKE YOUR APPLICATION STAND OUT

  • APPLY ONLY ONCE.
    We keep your resume on file for 6 months so no need to apply again unless there are significant changes or unless you're applying for a different position.
  • ALWAYS APPLY WITH THE SAME EMAIL
    We want to be able to reach you easily and much of our correspondence is via email and this helps us keep your information together in one file. That way you're not lost in the system.
  • Resume - Include in your resume the names of the company's you worked with and the dates you were there. Max 2 pages.
  • Cover Letter - tell us a little about yourself and what makes you the ideal candidate.
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