Office Assistant
ABOUT IMAGE ENGINE
Image Engine is a world-class VFX studio based in Vancouver, BC, that has built a reputation for excellence in the visual effects industry since 1995. We specialize in crafting stunning visual effects for feature films and television with an award-winning portfolio that includes Skeleton Crew, The Book of Boba Fett, The Mandalorian, Game of Thrones, Lost in Space, Jurassic World, and District 9.
We offer a full range of visual effects services, from concept designs and pre-visualization to CG animation, compositing, and explosive volumetric digital effects. Our crew is passionate about storytelling and pushing the artistic and technical boundaries to deliver the highest quality work on every project. R&D is central to our philosophy of driving creativity through innovation and we're committed to continually evolving our robust production pipelines.
At Image Engine, we value diversity and teamwork, and we're proud to foster a workplace culture that is supportive, respectful, and empowering. We believe that our success is a reflection of our exceptionally talented team, and we're always looking for passionate and dedicated individuals to join us on our mission to create unforgettable visual experiences. Join our team and be part of something extraordinary.
POSITION PURPOSE
The Office Assistant plays an integral role at Image Engine as they are the first welcoming point of contact for the studio.
The Office Assistant will play a key role in the way we shape our company culture as the initial point person for general studio inquiries. Through their friendly customer service skills and positive attitude, the Office Assistant will build rapport with our employees and help maintain a positive, healthy work environment. They will have a part in the continuous improvement of Image Engine as they bring forth new ideas and solutions on how we can cultivate a rewarding work environment for all of our teams.
The role is expected to be dynamic due to the changing priorities that will come about based on changing production needs and will require flexibility and the ability to adapt to new processes that may be developed as a result of studio policy or legislative changes.
The Office Assistant should have excellent communication skills, a strong work ethic, and the ability to work independently and take direction to be successful in this role.
DUTIES & RESPONSIBILITIES
Primary Job Responsibilities - Image Engine Design
- Help with opening and disarming studios
- Greeting and signing in visitors, including clients and vendors
- Answering phones and transferring calls; taking messages as necessary
- Handling incoming and outgoing mail/courier packages
- Managing the communication and documentation of employee absence
- Assisting in preparing for client meetings
- Tidying kitchens and communal work areas; maintaining coffee station for artists; restocking washrooms
- Ordering and maintaining adequate inventory of office and kitchen supplies; communicating with Facilities Manager when re-stocking is required
- General studio support; assisting with additional facility/administrative duties as needed
- Source and send life event acknowledgement gifts
- Assist with various company meetings and events
Primary Job Responsibilities - Cinesite Vancouver
- Manage delivery and pick up of equipment and gear needed for employees to work from home
- Conduct studio tours and first-day arrival setup to ensure a smooth experience for the new hire
- Manage shipments, deliveries and mail
- Provide general support for the wider team e.g. organising workstations and helping the IT department
- Handle the distribution and collection of key cards for employees
- Keep on top of routine tasks to keep the studio running
- Take direction from senior team members
- Work with the building operator to coordinate repairs from external vendors
- Greet all visitors and process NDAs
- Keep supplies stocked
- Support production with arranging screenings and ordering marketing material
- Create a positive and safe work environment
- Maintain consistencies for workflows and processes
- Handle all calls into the business
- Assist with facilitating lunches and events
- Proactively seek out improvements throughout the studio
- Collaborate with other departments for optimization and solving issues
- Work closely with the other locations to ensure great service to our teams
- Collaborate with HR and IT to ensure seamless on and off boarding
- React professionally to feedback; reflect, be curious and adapt as is suitable
- Adapt to changes in priorities
- Review existing workflows to identify efficiencies and developments
- Adapt to the changing nature of the studio
- Ability to adapt to busy and quiet spells, remaining motivated and ensuring continuous improvement
- Communicate to all in a respectful manner regardless of level and set a positive example for your team
- Communicate changes to all relevant parties with appropriate notice
- Keep colleagues updated with relevant information
EDUCATION AND EXPERIENCE
- 1+ year administrative/office assistant experience
- Experience with HRIS system an asset (for tracking employee absences)
- Experience with Adobe Suite and Canva would be an asset
SKILLS AND ABILITIES
Technical skills
- Intermediate level MS Office skills
- Database management skills
Core skills
- Ability to handle confidential information with discretion
- Excellent communication, organizational, and time management skills
- Ability to work both independently and as part of a team
- Fluent in English language