Admin Assistant I, Special Events - Motion Picture Group
Sony Pictures
Culver City, CAThis was removed by the employer on 4/19/2018 9:50:00 AM PST
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Full Time Job
Admin Assistant I, Special Events - Motion Picture Group
Responsibilities:
• Schedule meetings/ calls and keep VP calendar
• Answer and field calls for VP and Manager
• Keep track of all premiere talent requests
• Coordinate auction requests
• Complete charitable donation request forms or coordinate the completion of these forms
• Create auction certificates for each auction
• Coordinate with auction winners
• Reconcile all event corporate credit cards for the events and other departments/divisions in the company
• Handle corporate gifting which includes: 1) Coordinating the gift order and delivery; 2) Keeping track of all necessary documentation and receiving approvals; 3) Reconciling all gifting accounts online; 4) Organizing all documentation for approvals
• Coordinate Start of Production gifts with Creative Executives for films going into production in the next 3 months: 1) Work closely with vendor and creative executives to ensure decisions are being made and all documentation is completed on time; 2) Work closely with global logistics to ensure gifts will be picked up and delivered to designated location (when filming is out of the country)
• Create and distribute staffing information for premieres
• Assist VP/Manager with updating premiere lists and RSVP's in the special events database
• Call Executive assistants and celebrity representatives to confirm receipt of invitations
• Follow up with executives and celebrities regarding their attendance
• Call to confirm talent representation and update emails in database to send invites
• Complete all staff travel for premieres: Includes our department and event production companies
• Assist VP/Manager with completing TA's for talent travel
• Complete print shop order forms to order Table Tents and Badges: Go through proofs for approvals
• Process all invoices that come to the department: Work closely with accounting to have all correct new vendor forms processed and follow up on payments
• Organize premiere travel bags and logistics to set up NY office for when staff travels
• Update VIP events calendar twice a month
• Handle expense reports each month for all department executives
• Handle all miscellaneous IT problems
• Update miscellaneous office documents including: release schedules, calendars, PO lists
• Order miscellaneous office supplies
Requirements:
• 1-3 years experience as an administrative assistant
• Strong computer skills (Microsoft Word, Excel, Outlook and Powerpoint)
• Exceptional organizational and interpersonal skills
• Must be detail-oriented
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be able to meet deadlines
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Common sense, dependability, discretion and attention to detail are required
• Must be a self-starter with a team-player attitude
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)
*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.
* Sony Pictures - CA - Culver City Area & Studios