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Receptionist/Office Assistant
New York, NY

Job Description

Overview of US Businesses: ITV America is the largest independent non-scripted producer in the US. It includes ITV Entertainment, High Noon Entertainment, Thinkfactory Media, Leftfield Pictures, Sirens Media, and Good Caper. ITV America is behind some of the biggest brands on American non-scripted programming. This includes series such as ‘Queer Eye’, ‘Hell’s Kitchen,’ ‘Love Island’, ‘Fixer Upper’, ‘Pawn Stars’, ‘The First 48’, ‘Alone’ and ‘Real Housewives of New Jersey.’ Across the group we produce hundreds of hours of successful programming across multiple networks.

Located in New York City, this role reports to the Director, Operations.

 

PRIMARY DUTIES:
 Sit at reception – answer phones and direct calls, greet guests, receive deliveries, act as help deskwithin the company
 Mail – receive and distribute incoming mail and packages, oversee outgoing mail and packages, order packing supplies and postage
 General Facilities – Keep lobby area tidy, help maintain storage area organization, make coffee, order milk and coffee for kitchens, assist with setting up/breaking down catered meetings & conferences, assess office supply levels and flag items that are running low
 Conference Rooms – book conference rooms for outside companies, help staff book rooms and find availability, manage admin for calendars
 Google Sheets – update & maintain phone lists, assistant contact sheets, department tasks lists, password documents, Visitors Log, and other departmental tracking sheets
 Key fobs – receive and distribute key fobs, replace lost ones, program new ones in system
 Coordinate with other departments (Post, IT, HR, etc.) to resolve facilities issues
 Ad hoc projects as required

 

SECONDARY DUTIES:
 Resolve operational issues for company end-users with the highest level of customer service using ticketing system
 Assist end-users with the use of various office systems including: phones, computers, and conference room audio and video equipment
 Communicate status of open/unresolved operational issues to end-users, Operations team, and manager
 Maintain inventory logs related to the Operations department

 

MINIMUM QUALIFICATIONS:
 Strong interpersonal skills and the ability to work effectively across all levels of the organization and handle each request with discretion, tact and diplomacy at all times. Patience, tolerance and resilience are key skills
 Ability to help evolve and implement improved processes

 Core competencies would include communication, relationship management, and critical evaluation
 Demonstrated ability to work independently and efficiently with minimal supervision, confidently handling new tasks as they arise
 Strong interpersonal and teamwork skills, including adaptability, personal effectiveness, and the ability to establish quick rapport
 Strong organizational and time management skills, including prioritization and follow through.
 Analytical and problem-solving skills, with the ability to make proactive recommendations and find/use resources
 Communicate courteously to employees who are requesting service; ensure requests are responded to within a timely fashion; follow up to ensure the service request has been resolved.
 Maintain commitment to continuous process improvement: efficiency, effectiveness
 Proficiency with Google Products (Gmail, Google Drive, Google Docs). Apple products (iMacs, iPads, iPhones)

ITV is an Equal Opportunity Employer, and is committed to maintaining a creative and collaborative environment with a diverse workforce.