Position: Visa & Passport Administrative Assistant

Time Type: Part-time

Status: Hourly-Non-Exempt

Hourly Rate: $20.00 - $22.00

About the Company:

The world of live international touring can be incredibly complex, with frequent schedule and travel changes that inevitably require customized schedules to obtain your travel document. Global Access is a team of dedicated professionals adept to handling any touring challenge put before us. Much more than just a visa processing agency — we are your partner and it’s our job to make sure you get to where you need to be, hassle-free and on time.

Job Summary:

The Part-time Visa & Passport Administrative Assistant will support in a variety of tasks. Upon hire, this role will be essential in supporting the Visa and Passport departments with their administrative procedures. This position will provide a high level of service to customers; including detailed information on available services that align with department requirements and assisting the client in making informed decisions. This role will shift as needed between departments, offering support with completing detailed tasks associated with all procedures required for our client’s processes. In addition, this role must excel in a fast-paced, dynamic work environment, comfortably performing multiple tasks and navigating through several systems simultaneously.

Job Responsibilities:

• Prepare and coordinate documents including foreign visa and passport online forms and related administrative processes, as needed.
• Take ownership of processes and proactively communicates with customer.
• Resolve issues and adapts communication method to align with customer needs.
• Works collaboratively across departments to instill customer confidence and build loyalty.
• Proactively engages with customers, providing updates, following up, and informing them of any status changes.
• Stays abreast of all product/service enhancements, system updates, and changes to requirements; become specialized in Visa and Passport processing; maximizing efficiencies and productivity.
• Understands travel document requirements; utilizes tools and resources to ensure efficient and timely processing.
• Maintains customer records in company database, utilizing system functionality to ensure accurate submission of data that maximizes productivity.
• Maintains a proactive schedule according to client’s timeline.
• Working with the team to create and maintain electronic client files and indexes, through timely submission of notes, support documentation, and communications.
• Represents our values and high level of professionalism through consistently adhering to Global Access’ Customer Commitment, Standards of Work, teamwork and strives to meet department and personal performance measures.
• Serving as backup to other all departments as directed
• Other duties as assigned

Administrative Responsibilities:

• Administrative Support to CEO, and staff of the company
• Email correspondence with clients, responding to general inquiries, customer questions, etc…
• Scheduling meetings and arranging for conference rooms.
• Process and track domestic and international shipments via FedEx, couriers, USPS. Facilitate all incoming and outgoing parcel.
• Assist with answering telephone calls and respond to inquiries about business matters when necessary – must be able to handle all calls with tact, courtesy, and professionalism.
• Quality assurance
• Data entry as needed
• Other duties as assigned

Required Skills/Abilities:

• A two-year degree or, equivalent experience
• Entertainment Production/Live Music industry experience a plus.
• Strong attention to detail, and organizational, and time management skills is a must
• Ability to problem solve, and analyze information and provide solutions
• Strong written and verbal communication skills
• Ability to shift as needed depending on client, and company needs.
• Ability to thrive in a fast-paced environment.
• Able to adapt to changing circumstances and prioritize work accordingly.
• Self-starter with desire to show ownership and commitment to role.
• Proficiency with computer software, aptitude for learning new programs and commitment to data integrity.
• Required knowledge of Outlook, Excel, Word, Adobe Pro.
• Experience with Adobe Photoshop and Monday.com are pluses.

Physical Requirements:

• Prolonged periods of sitting at a desk, and working at a computer
• Occasional need to stand, walk, within an office environment
• Must be able to list up to 25 pounds at times

Disclaimer

• This role may be asked to perform other assigned duties to achieve company and departmental objectives. This job description may be updated at any time, with or without notice.

Job Types: Part-time, Temporary

Pay: $20.00 - $22.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Los Angeles, CA 90010: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have at least two years of experience using Outlook, Excel, Word, Adobe Pro?

Experience:

• Administrative: 2 years (Preferred)
• Entertainment Production/Live Music industry: 1 year (Preferred)

Work Location: In person

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