Location: Greenwood Village, Colorado, US
Join the leader in collaborative licensing and help us advance inclusive and efficient new patent licensing approaches to drive innovation globally. Via Licensing Alliance is dedicated to accelerating global technology adoption, fostering participation, and generating return on innovation with balanced IP licensing solutions for innovators and manufacturers of all sizes around the globe. Via LA administers dozens of licensing programs in audio, video, broadcast, power, and more for a variety of technologies, consisting of 25,000 patents in over 130 countries, with nearly 100 current patent holders and over 3,000 current licensees.
Via LA is an independently managed company owned by industry-leading participants with over 25 years of intellectual property licensing leadership. Our expertise extends to intellectual property, technology standardization, strategic business development, and program administration. Affiliated specialists in the fields of finance, antitrust law, and patent analysis complete the set of capabilities that make Via LA a premier solutions provider to the world’s most sophisticated technology and entertainment companies.
Reporting to the Chief Operating Officer, the Senior Office Administrator manages the daily administrative functions for the Denver office. This position requires a comprehensive understanding and execution of activities, responsibilities, and interactions to facilitate seamless administrative operations. The Senior Office Administrator receives visitors and provides general administrative, organizational, facilities and communicative support to all Via LA Denver based staff. This role is the main point of contact for the Denver regional office and provides administrative assistance to the San Francisco office as well. This is a non-exempt, on-site position (not hybrid) and requires one of the below schedule options:
Option 1: Regular Monday-Friday schedule
- 8 hours in the office Monday-Friday, no off-Friday
Option 2: 9/80 Schedule
- 9 hours in the office Monday-Thursday
- 8 hours in the office on the working Friday
- The alternating Friday in the pay period is off
Key Responsibilities
- Plan for and produce work product of the highest professional quality. Be dependable. Take initiative and follow-up in completing work assignments. Be receptive and open to learning and utilizing new skills, new subject matter and competencies. Maintain, update and improve previously acquired skills, subject matter and competencies to meet position requirements as they may evolve.
- Project professional courtesy and respectful behavior that promotes and enhances the company’s image. Work well with and cooperate with other staff to resolve issues and conflicts. Assist other departments to carry out their responsibilities. Carry out duties with discretion at all times.
- Be knowledgeable of and comply with the Company’s personnel, financial planning and controls, computer and workplace security policies and procedures.
- Plan for, budget for and manage day-to-day activities of the Denver office. Seek out assistance requests from other departments. Manage office reception, mail, messenger services, FedEx, internal mail and the scheduling of conference rooms.
- Receives visitors while maintaining the upmost security of the Via LA suite, also provides refreshments and notifies the appropriate parties of all incoming visitors.
- Maintain the inventory of office supplies and non-IT office equipment, furniture, plants, artwork and other assets.
- Coordinate building improvements, repairs, maintenance, parking assignments and office moves for the Denver location. Help to manage off-site and on-site storage as needed. Obtain janitorial and other office maintenance services as requested.
- Receives, logs-in and distributes invoices and mail to the appropriate departments.
- Logs incoming checks, make copies for accounting and complete electronic deposits.
- Manage and perform special projects as requested by other departments.
- Perform other duties as assigned.
Function as Administrative Assistant to the COO:
- Maintain and manage calendar
- Organize and monitor emails
- Coordinate calls and scheduling within Via LA and Dolby
- Coordinate travel and expense reporting
- Assist with document review and coordination
Provides administrative support for all staff, including:
- Coordinate weekly lunches for the Denver staff and on-site and off-site social events in coordination with the Denver Events Committee
- Communicate/Distribute incoming correspondence
- Arrange for outgoing correspondence or packages
- Arrange meeting and conference calls as requested
- Assist with mass mailings
- Organize files; email filing as needed
- Handle various administrative requests
- Receiving and prioritizing mail and shipments
- Supplying and conducting inventory of kitchen and work rooms
- Ensures the proper ordering and maintenance of all office supplies and groceries
- Maintains the order and appearance of the Denver office
- Maintains the order of the kitchen and work rooms
- Maintains the recycling program
- Maintains office equipment and contacts vendors for necessary repairs
- Setting up video conferencing equipment and assist with general facility/IT needs.
Provide HR support, including:
- Help to coordinate interviews and send out schedules
- Manage the candidate in-person experience by greeting candidates and provide a welcoming environment and ensure interviews run smoothly and on-time
- Assist with onboarding new hires to include preparing their workspace, name plate/welcome sign, requesting parking pass/badges, giving out Company swag and ensuring IT equipment arrives on time and is set up at their workspace
- Conduct new hire office tour
Qualifications & Skills
- 7+ years of prior work experience in office administration or related role
- Detailed knowledge and proven experience in office management systems and procedures
- Strong proficiency in Microsoft Office business applications, especially Excel, Word, PowerPoint and Outlook
- Experience with scheduling and coordinating meetings using Outlook and Teams
- Experience managing vendors and vendor contracts, as needed
- Preferred experience coordinating building improvements, repairs, maintenance, parking and office moves
- Well-developed interpersonal and communication skills
- Detail oriented with ability to work well independently and ability to organize and manage multiple priorities
- Professional maturity, discretion, and cooperation in dealing with people at all levels inside and outside the Company
The Denver Area base salary range for this full-time position is $78,000 – $94,000 and can vary if outside of this location. Our salary ranges are determined by role, level, and location. Within the range, individual pay is determined by work location and additional factors, including job-related skills, competencies, experience, market demands, internal parity, and relevant education or training. Your recruiter can share more about the specific salary range and perks and benefits for your location during the hiring process.
Equal Employment Opportunity:
Via LA is proud to be an equal opportunity employer. Our success depends on the combined skills and talents of all our employees. We are committed to making employment decisions without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, national origin, religion, marital status, family status, medical condition, disability, military service, pregnancy, childbirth and related medical conditions or any other classification protected by federal, state, and local laws and ordinances.
To Apply:
Please submit your resume to Careers@Via-LA.com, or apply via LinkedIn here.
