Job Description
Job Description
Job Title: Administrative Assistant
Location: Fountain Valley, CA
Reports To: President & COO
Type: Full-Time
About Us
Moving iMage Technologies is a leader in the cinema exhibition industry, providing advanced technology, equipment, and services that help theaters operate more efficiently and deliver exceptional audience experiences. We partner with independent cinemas, regional chains, and major exhibitors, offering innovative solutions that set new standards in out-of-home entertainment. Our mission is simple: combine cutting-edge technology with superior service to drive the future of moviegoing.
Position Summary
We are seeking a highly organized and proactive Administrative Assistant with strong technical skills to support the daily operations of our front office while providing direct support to company leadership. This role will be instrumental in ensuring efficiency across multiple functions, including inside sales, customer support, and purchasing, while also handling executive-level responsibilities such as scheduling, correspondence, and confidential projects.
The ideal candidate will be tech-savvy, detail-oriented, and comfortable working with business systems to streamline processes and improve workflow. This position is central to keeping our operations running smoothly and our leadership team supported.
Key Responsibilities
Operational & Administrative Support
- Provide administrative support to multiple departments, ensuring smooth day-to-day office operations.
- Coordinate activities across inside sales, customer support, and purchasing.
- Maintain, update, and generate reports using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Utilize CRM and ERP systems (preferably HubSpot and Syspro) to track activities, input data, and support business processes.
- Identify opportunities to improve efficiency and implement streamlined workflows for front office functions.
- Assist sales, marketing, and customer support teams with administrative tasks, documentation, and follow-up.
Executive Support
- Manage executive calendars, schedule meetings, and coordinate travel arrangements.
- Prepare reports, presentations, and board materials for leadership review.
- Draft and proofread correspondence, meeting notes, and confidential documents.
- Serve as a liaison between leadership and staff, ensuring clear and timely communication.
- Anticipate leadership needs and proactively resolve scheduling or logistical challenges.
Qualifications
- 3 years experience as an Administrative Assistant, Executive Assistant, or Office Coordinator.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- 6 months hands-on experience with CRM and ERP systems; HubSpot and Syspro experience strongly preferred.
- Excellent organizational and multitasking skills with strong attention to detail.
- Strong written and verbal communication skills.
- Demonstrated ability to identify inefficiencies and recommend practical solutions.
- Comfortable supporting multiple departments and managing competing priorities.
- Ability to handle sensitive and confidential information with discretion.
- Self-motivated, resourceful, and adaptable in a fast-paced environment.
What We Offer
- Competitive salary
- Medical, dental, and 401(k) plan
- A central role with exposure to operations, sales, customer support, and leadership functions
- Opportunities to contribute directly to process improvements and operational efficiency
- A collaborative team environment where initiative and input are valued