Administrative Assistant to VP of Operations - SPJA

Sharing a common love of anime and Japanese culture!

SPJA is a 501(c)3 non-profit organization dedicated to celebrating and uplifting the unique and deep culture that surrounds Japanese animation. Our roots originated from Cal Animage Alpha, an anime club at UC Berkeley, which co-sponsored the first Anime Expo in 1992, along with its predecessor Anime Con in 1991.

Since then, SPJA has grown exponentially in its endeavors, with Anime Expo becoming the largest anime convention in North America, as well as establishing B2B conference Project Anime, and partnering with World Cosplay Summit to organize its US preliminary. With each unique event we produce, our purpose never strays – we aim to promote, celebrate, and educate the public about Japanese animation, manga, video games, and traditional culture.

What we are looking for: Administrative Assistant.

Purpose of this role:  The Administrative Assistant reports directly to the Vice President of Operations and provides vital support in managing day-to-day operations. This individual will handle a variety of projects and confidential matters with the highest degree of discretion.

Education/Experience:  Bachelor's degree or 2+ years in an admin support role.

Essential Functions:  The major areas of responsibility include:      

• Ability to prioritize and communicate scheduling conflicts with director level employees and above. 
• Coordinate logistics for internal meetings or events.
• Working closely with the VP of Operations to source and vet prospective vendors.
• Create documents such as schedules, floorplans, and venue procedures for various projects and meetings.
• Organizing documents for archival and ongoing reference according to a naming convention.
• Understand contract drafting and execution. Able to communicate with contracted parties to ensure project requirements are met.
• Arrange warehouse and storage unit visits with the different groups and managing communication for pallet pulls with the warehouse.
• Reconcile event sales and registrations for accurate reporting and budgetary guidelines.
• Maintain department manuals and other documentation necessary to produce the next occurrence of the show.
• Other duties as assigned from time to time by management.

Knowledge, Skills and Abilities Desired:

• Strong organizational skills and attention to detail.
• Must be able to maintain professionalism with staff, vendors, and business partners.
• Able to meet deadlines in a fast-moving environment as well as adapt to changing priorities.
• Ability to remain calm and level-headed under pressure.
• Must work amicably with a variety of personalities.
• Strong communications skills both verbally and written.
• Knowledge of contract administration a plus.
• Ability to maintain confidentiality within the organization with a high level of personal ethics and integrity.
• Ability to problem solve.
• Ability to see overall big picture while looking at individual processes.
• High level of dependability without supervision.
• Proficient in Microsoft Excel and PowerPoint with the ability to quickly learn various in-house software applications and platforms.
• Finance/budgeting knowledge is a plus.
• Prior experience running or coordinating events a plus.
• Must be able to perform required tasks and manage staff at convention away from SPJA office.
• Respect for anime, Japanese culture and its lifestyle, and familiarity with fandom communities is a plus.

Physical Demands & Work Environment:

• The duties of this position are normally performed indoors in a business/office setting. The noise level in the work environment is usually moderate to loud during events and minimal during non-event times.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Ability to lift and handle packages up to 30 lbs. in weight.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and requirements of this position.

Compensation:

Pay is based on qualifications and experience. SPJA offers a competitive benefits package that includes medical, dental, vision, life insurance, FSA accounts; 401(k) plan with employer matching; 12 paid holidays; PTO.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance