Administrative Assistant II, Global Management Service Center
Sony Pictures
San Diego, CAThis was removed by the employer on 7/24/2018 5:11:00 PM PST
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Full Time Job
Administrative Assistant II, Global Management Service Center
The Administrative Assistant provides administrative and secretarial support for a top-level executive of the division and his/her direct reports. S/he proactively takes on various responsibilities that are required to keep the operation running effectively and efficiently: prioritizing work, maximizing time, screening requests and corresponding on behalf of the executive as deemed necessary. In the executive's absence, the assistant ensures that strong communications are maintained with all key stakeholders, as well as establishing priorities and ensuring that deadlines are met.
Highly organized and detail oriented, s/he maintains accurate information and records in the areas of expense, travel, and office management, staff meetings, and other activities involving the executive and/or his/her direct reports. Working under tough constraints and pressure, the assistant should be an easy-going person who can work well under stress and with individuals of varying personalities. A high degree of self-motivation to seek answers and resolve problems is also paramount.
Responsibilities
• Organizes the office of the executive (and his/her direct reports) and makes day-to-day administrative and operational decisions on their behalf. Schedules work, establishes priorities, and ensures deadlines are met.
• Reviews and prioritizes all paper and electronic correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of executive, referring to direct reports for action or to the executive for personal reply.
• Screens incoming calls, determining what contact or action is required for satisfactory disposition.
• Maintains executive's calendar and accepts or declines commitments, local and out-of-state, on his or her behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements.
• Facilitates communication between executive and his or her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
• Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
• In some positions, reviews magazines, journals, newspapers and other types of publications for information of special interest. Summarizes information and/or highlights pertinent materials to conserve executive's time.
• Create and track purchase requisitions on behalf of the department including facilitation with vendors and accounts payable as needed
• Manage/Coordinate assigned office operating or project budget(s) and approves expenditures on behalf of project managers and others
• Maintains the confidentiality and currency of office records and files.
Requirements
• Bachelor's Degree preferred
• Minimum 5 years of administrative experience in a corporate setting
Knowledge of and experience with:
• Information Technology
• MS Office Programs: Word, Excel, PowerPoint, Access, Outlook
• Other software including WebEx, Concur, Ariba, and SAP
• Office Technology: fax, copier, scanner
• Teleconferencing and Videoconferencing
Proven and demonstrable skill in:
• Balancing figures
• Composing and drafting correspondence
• Gathering and inputting data
• Researching and coalescing information
• Writing memorandums of own signature
• Two-way communication and relationship management
The ability to successfully:
• Answer phones
• Arrange travel
• Schedule appointments
• Develop office procedures
• Coordinate events, meetings, parties, mixers
• Understand and apply policies and procedures
• Manage and maintain office supplies
Other attributes:
• Strong organizational skills
• Strong ability to maintain confidentiality
• Self-starter
• Ability to work and a team member supporting those beyond direct supervisor
• Ability to work in a fast paced environment and comfortable with change
• Comfortable dealing with a diverse multi-cultural group
*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.
USA - San Diego - SEL/SCA Esprillo