What are the responsibilities and job description for the Office Assistant position at Ubisoft?
Company Description
Ubisoft is one of the world's biggest creators, publishers and distributors of videogames and interactive services. The group has a broad portfolio of internationally renowned brands such as Assassin's Creed, Ghost Recon, Just Dance, Far Cry, Watch Dogs, Rainbow Six...
Supported by a worldwide network of studios and distribution subsidiaries, the teams at Ubisoft are dedicated to offering players original and unforgettable game experiences on all popular platforms, including consoles, smartphones, tablets and PCs.
Job Description
Our part-time Office Assistant is an integral part of the office and team operations here at Red Storm Entertainment. This will be a 20-25 hour per week in-office position. The Office Assistant will partner with the team and will report to the Facilities Manager. If you have great communication skills, are extremely organized, and enjoy being part of a great team, we want to talk!
Responsibilities Include:
- Receive/direct incoming calls and take/deliver messages
- Greet/announce incoming guest
- Process incoming/outgoing mail/shipments
- Serve as a liaison between Red Storm and property management to include reporting and following up on maintenance issues or building requests
- Maintains a presence at the reception area and answers the intercom and manages access for guests, visitors, and deliveries during working hours
- Collaborates with HR and management on organizing and placing awards, t-shirt, and branded gift orders with appropriate vendors
- Writing and publication of Weekly Announcements Newsletter in coordination with HR and Team.
- Creation of the new hire posters for the HR Team
- Scheduling and recording weekly company meeting
- Maintain office equipment (copiers, fax machines, printers, etc.) and call service when needed
- Maintain office supplies (shipping, general supplies, kitchen, project crunch snacks, etc.)
- Arrange catering, when requested, for team meetings and for office luncheons
- Assist Management and HR with various administrative and project functions
- Serve as a liaison between staff members and Management
- Handle all travel arrangements (Flight, Hotel, and Car Rentals) for staff, visitors, interviewees, and Management when needed
- Oversee all company passport renewals and maintain a spreadsheet for all employees
- Assist with planning and execution of special projects, including company events, award programs, and employee gifts
- Schedule meetings and appointments
- Run business errands for the studio, including picking up doughnuts and fruit on Monday mornings, picking up refreshments for the company meeting on Thursday afternoons, ordering and picking up lunches, and other miscellaneous errands
- Assist in the preparation of presentations and assist with correspondence, memos, charts, tables, graphs, plans, and other documents
- Work with the Managing Director to order business cards (re-ordering, new hires, and promotions)
- Identify and seek out new tasks as needed
- Perform special assignments for various departments and projects as requested
- Typical hours 10a-3p Mon-Wed. And Thurs. 12p-5p schedule for the company meeting
Qualifications
- 1-3 years of experience performing these tasks
- High School Diploma
- Highly Skilled in MS Office Suite (Word, Excel, PowerPoint, and Outlook)
- Photoshop or equivalent knowledge preferred
- Excellent communication and multi-tasking skills
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
- Ability to apply common sense understanding to carry out instructions delivered verbally and written
- Ability to use various office equipment, including, but not limited to, copier, fax, and printer
- Ability to maintain confidentiality
- Positive attitude and outlook
Additional Information
- Subsidized paid medical and dental insurance for employees and dependents
- Paid life, accidental death & dismemberment, short- and long-term disability insurance
- Paid holidays
- Flexible work schedule
All of your information will be kept confidential according to EEO guidelines.