Administrative Assistant

General Summary:

This position will provide support to 3 top level executives (the Head of Emerging Business, Latin America, the Head of Data Analytics & Business Insights and the VP of Distribution) in our Miami division of Sony Pictures Television. The primary responsibilities are to manage calendars, coordinate travel arrangements, process expense reports and PO’s, and answer the phones. Additional responsibilities include routing incoming and outgoing mail, faxes, copies, filing. Also, work on special projects as needed. The Administrative Assistant must be proactive and willing to take on various responsibilities required to keep the operations of the department running effectively and efficiently. Good computer skills, excellent written and verbal communications, a strong work ethic and great time management skills are critical for success in this role. A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether Supervisors are in or out of the office.

Responsibilities:

Travel Arrangements (20%):

Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program. Consistent follow up to avoid changes in cost. Cost effective research. Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements and financial binders as needed.

Calendars (33%):

Maintain Supervisors’ respective, complex calendars, staying on top of all changes.

Accounts Payable (13%):

Set up vendors and process PO’s for Distribution, Networks, and Research. Track each PO and apply Goods Receipt when services have been rendered.

Expense Reports (10%):

Creating and tracking corporate expense reports on a monthly basis in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission. Collection of receipts from Executives required at the end of each month or upon return from a business trip.

Approvals (5%):

Tracking approval requests for the executives to ensure that travel, payments and corporate expenses are approved in a timely manner.

Conference, Video Calls /Meetings (5%):

Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or videoconference details and ensure that all attendees receive an agenda prior to meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.

Translations/PowerPoint Presentations (2%):

Translations from English/Spanish-Spanish/English of emails, memos, letters, and special projects as requested. Preparation of Power Point Presentation for special meetings and other kind of presentations.

Special Events & Other (2%):

Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: booklets, meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed. Working on special projects and presentations.

Supplies (2%):

Order non-electronic department supplies via Ariba as needed.

IT Needs (2%):

Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request. Request computer needs, equipment, programs and loaners as needed.

Inter-company Communication (2%):

Liaise with assistants to executives of other divisions. Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc.

Research (2%):

Analyze TV networks and platforms performance data for the stakeholders as needed.

Other (2%):

Collect and organize the Top 3 reports from the executives.

Knowledge/Skills/Abilities:

• Excellent Word Processing and Computer Skills with High Level of Knowledge and Comfort.

• A Team Player and Self-Motivated.

• Highly Organized and Detail-Oriented.

• Strong Interpersonal Skills.

• Performance Under Pressure.

The candidate must have the following credentials:

• Track record of success and recognition in effectively carrying out administrative function.

• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.

• Strong verbal and written skills to effectively handle business correspondence and communications.

• Bilingual (Spanish/English) with high proficiency in both oral and written.

• The ideal candidate will be having a strong working knowledge of office management software applications (Microsoft Office).

Experience: 2+ years of administrative experience, preferably within a Fortune 500 company, 1+ year of experience within the entertainment industry is desired but not required.

Education: Associate degree or equivalent experience required.

Sony Pictures Entertainment is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, age, sexual orientation, gender identity, or other protected characteristics.