Executive Assistant

This is a Full Time Job

As Executive Assistant you provide high-level administrative, operational, financial, travel, calendar, and event support to three senior executives within the Sony Music Latin Iberia Regional Office. The role may also provide secondary and occasional support, as needed, to the VP Business Intelligence, VP Corporate and Label Communications, and SVP, BLA. The role also assists with executive requests and ad hoc business needs, including PowerPoint presentations, document preparation, meeting materials, reports, trackers, and other administrative or operational requirements requested by the executives.

This position requires a proactive, resourceful, and highly organized Executive Assistant who can anticipate executive needs, maintain strong follow-up, communicate clearly, manage confidential information, support executive requests, prepare business materials, and contribute to the smooth operation of the Sony Music Latin Iberia Regional Office.

What you'll do:
Executive Calendar and Administrative Support
• Manage complex calendars for three regional executives, including internal and external meetings across multiple time zones.
• Prioritize scheduling requests, resolve calendar conflicts, and coordinate availability with other executive assistants and senior stakeholders.
• Prepare meeting invitations with complete details, including agenda, location, Teams links, attachments, and relevant notes.
• Monitor upcoming priorities, deadlines, approvals, and follow-up items to ensure executives are prepared and schedules remain organized.
• Handle confidential information with discretion and professionalism.

Meeting Coordination and Leadership Support
• Coordinate leadership meetings, regional office meetings, workshops, conventions, and special project meetings.
• Prepare and distribute agendas, attendee lists, meeting materials, and follow-up notes when needed.
• Track action items, pending decisions, and requested follow-ups with internal teams and external stakeholders.
• Support executive communications, reminders, and internal coordination for cross-functional initiatives.

Executive Requests, Presentations, and Business Materials
• Assist executives with day-to-day business requirements and ad hoc requests as needed.
• Support preparation and formatting of PowerPoint presentations, meeting decks, agendas, briefing materials, status updates, reports, trackers, and other business documents.
• Help organize information, collect inputs from different teams, update files, and ensure materials are clean, accurate, and ready for executive review or meetings.
• Provide follow-up support for special projects, requested materials, internal communications, and operational needs requested by the executives.

Travel and Logistics Management
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries, and schedule changes.
• Manage travel logistics for executive meetings, regional events, conventions, and leadership gatherings.
• Confirm reservations, monitor hotel deadlines, maintain travel documentation, and communicate changes promptly.
• Coordinate with hotels, venues, transportation providers, and travel contacts to ensure smooth executive travel and event logistics.

Event Planning and Regional Coordination
• Support planning and execution of regional meetings, MD meetings, conventions, workshops, employee engagement events, and special activations.
• Coordinate hotel sourcing, group reservations, meeting spaces, rooming lists, vendor communications, budgets, invoices, and contracts.
• Maintain event trackers for attendees, travel, hotels, payments, approvals, deadlines, and communications.
• Draft employee-facing communications and coordinate ticket distribution programs when applicable.

Finance, Expense, PO, and Invoice Support
• Prepare and manage expense reports, receipts, corporate card documentation, and business justifications through Concur and related finance processes.
• Coordinate approval requests for expenses, invoices, vendors, hotels, subscriptions, events, and travel-related costs.
• Track purchase orders, invoice status, payment follow-ups, over-cap approvals, and supporting documentation for audit purposes.
• Partner with Finance to resolve pending payments, missing documentation, rejected items, or approval delays.

Vendor, Hotel, and External Partner Coordination
• Communicate with hotels, venues, vendors, agencies, and external contacts to confirm arrangements, rates, contracts, and invoices.
• Support hotel negotiations for group rates, meeting spaces, concessions, upgrades, and cancellation terms when appropriate.
• Maintain clear written documentation of confirmations, contracts, invoices, deposits, and changes.

Internal Communication and Employee Support
• Draft professional and friendly internal emails, announcements, approval requests, follow-ups, and event communications.
• Coordinate employee ticket opportunities using clear distribution rules and accurate tracking.
• Serve as liaison among executives, Finance, HR, Operations, assistants, employees, external partners, and vendors.

Secondary / Occasional Executive Support
• Provide occasional support, as needed, to VP Business Intelligence, VP Corporate and Label Communications, and SVP, BLA.
• Assist with selected scheduling, meeting coordination, communications, travel or event logistics, expense or approval follow-up, presentations, document preparation, and special requests when required.

Who you are:
• You are a highly organized and proactive Executive Assistant who thrives in a fast-paced environment.
• You have strong interpersonal and communication skills, exercise sound judgment, and handle confidential information with discretion.
• You are skilled at managing multiple priorities, anticipating needs, and ensuring executive requests and administrative tasks are completed accurately and on time.
• You take pride in providing seamless support that enables the COO and the Latin Iberia Finance & Operations team to operate efficiently.