Assistant, Workplace Services
UTA Ventures is the venture division of United Talent Agency.
About UTA Ventures
UTA Ventures seeks out, builds, and accelerates innovative businesses that change how people live, work, and play. It operates at the intersection of entertainment, commerce, and technology, partnering with talent to build companies, extend brand platforms, and expand into new categories. The division also invests in growing startups, including businesses in the creator economy, frontier technology, and the future of entertainment.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
This role supports a Vice President and Director on the Workplace Services team in Beverly Hills, California. Responsibilities include executive administrative support, scheduling, office hoteling, facilities coordination, expense tracking, employee moves, transportation programs, and workplace setup.
Requirements
- 2+ years of administrative experience in facilities or a similar fast-paced office role.
- Bachelor’s degree strongly preferred but not required.
- Excellent customer service, communication, organizational, judgment, discretion, and confidentiality skills.
- Ability to manage multiple projects, meet deadlines, adapt to changing priorities, and work with minimal supervision.
- Ability to liaise with executives, staff, clients, and external partners.
- Ability to work overtime and lift or move items weighing 25 lbs. or more.
- High proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
- Familiarity with Zoom, Slack, Box, Concur, and Workday.
Responsibilities
- Provide administrative support to a Vice President and Director, including scheduling, coordination, and meeting logistics.
- Manage guest office hoteling calendars and prepare spaces for use.
- Process access card and parking activations and deactivations and track reporting.
- Process facility work orders, including overnight parking requests.
- Track expenses, code P-card transactions, and process check requests.
- Manage the LA Transportation Program and related communications.
- Answer facility email inquiries by researching and providing information.
- Coordinate office and workspace setup with IT and Facilities.
- Assist with special projects, employee moves, snack and beverage orders, and catering receipt tracking.
- Prepare monthly expense reports for accounting approval.
Benefits
- Access to tools, leadership, and resources to create and drive a center of excellence.
- Opportunity to do the best work of your career.
- Inclusive and diverse company culture.
- Competitive programs supporting employee well-being.
- Collaborative environment with room to grow.