Administrative Assistant (Innovation Lab)

at  Pixomondo

PXO Innovation Lab is seeking an organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support across various teams and departments. This individual will be responsible for assisting in project coordination, vendor management, procurement, team coordination, scheduling meetings, and other administrative tasks. The ideal candidate will be a multitasker with strong communication and demonstrate autonomy by managing key aspects independently, while aligning with overall team objectives.

REQUIREMENTS

• High energy and a genuine enthusiasm for motivating others, with the ability to energize teams and drive a positive work culture.
• Excellent interpersonal skills and the ability to build strong relationships across teams.
• Proven experience in an administrative role or similar position.
• Excellent organizational and time-management skills with strong communication, both written and verbal.
• Autonomous work style with the ability to work independently and take ownership of tasks.
• Strong initiative to anticipate needs, solve problems proactively, and drive solutions that improve team operations.
• Proficient in Microsoft Office Suite (Excel, Word)
• Detail-oriented with a focus on accuracy and maintaining consistent records.
• Flexible and adaptable, with a strong willingness to learn and take on new responsibilities.
• Access to a vehicle and lift to 50 lbs and assist with physical tasks.

BONUS SKILLS:

• Experience working on set.
• Background in creative fields (animation, graphic design, film, or media).
• Interest in emerging technologies (AR, VR, AI, etc.)
• Experience with event coordination for creative/tech-related events.

• Assist with onboarding new team members and ensuring smooth integration into the company culture.
• Organize team-building events and social outings, handling all logistics and invitations.
• Coordinate travel arrangements, including booking flights, hotels, and sharing relevant travel details with travelers.
• Maintain software licenses, credentials, and purchases.
• Assist with obtaining vendor quotes based on BOM and tracking procurement processes, ensuring purchase orders and invoices are processed correctly.
• Maintain inventory records, labeling equipment, and updating tracking systems as necessary.
• Pack all relevant equipment on skids to the designated destination understanding the logistic requirements for loading and offloading equipment.
• Create commercial invoices and coordinate with broker, and receiver about shipments.
• Support with the procurement of consumables and assist with managing credit card purchases.
• Assist projects, when necessary, in taking detailed notes and attend meetings.