Administrative Assistant
Sony Pictures
Culver City, CAThis was removed by the employer on 8/4/2021 4:52:00 PM PST
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Full Time Job
Administrative Assistant II, Studio Production Services
We are searching for an Administrative Assistant to support the Studio Operations and Overall department. This person will provide a full range of administrative support for the SVP including calendar, meeting coordination, handling phones, filing, drafting correspondence, expense reports, and travel arrangements.
RESPONSIBILITIES:
Administrative support:
• Assist on projects requiring office and admin assistance (Org Review, assist with PowerPoint presentations, some competitive research & analysis)
• Departmental phone support, fielding availability calls to proper PS team member
• Develop knowledge about and relationships with production and SPT, Columbia Pictures and other Sony Corp counterparts to effectively process and handle incoming requests. Anticipate client needs and develop working knowledge of studio overall operations and players
• Provide helpful, insightful and meaningful customer service to production and term deal clients during their tenancy and productions.
• Set up meetings, prep for meetings (including stage charts other materials)
• General understanding and maintenance of department shared drive
• Develop knowledge of Showmgr, Ariba, Fiori, TAAS and Concur programs. Process AP requests, Procurement and T&E submittals, follow up on payments
• Annual client gifts (purchase, recipients list, distribution) and holiday e-card distribution
• Create, maintain & review files both hard copy and e-files we use for each client
• Shared contacts – add incoming production contacts, maintain database and clean out/purge annually.
• Current client list maintenance
Stages/Production & Term Deal Offices:
• Maintain hard copies of active client files, including archiving annually
• Maintain distribution templates for all studio communications
• Create license agreements as requested, and file/track progress
• Timely creation and distribution of client information as directed
• Request and input to billing system all IDM, RWBS, WBS coding (using e-templates) for all departmental billing
• Process deposit checks - initiate and follow up on client deposit refunds, may require client communications
• Process certificates of insurance (COI) as directed, maintain COI calendar and alert dept personnel to any expirations, or reups needed and follow up with clients as needed.
• Maintain and update term deal client worksheets with end dates, locations, SPT or MPG detail
• General location shoot info – keep showmgr scheduling module updated
• Book & bill conference rooms, bill dressing rooms as directed by coordinator.
Billing:
• Learn and utilize Showmgr system to have full working knowledge on how billing system functions
• Request and input all coding and elements required as requested for stages, offices, services and editorial billings
• Input other billing orders and changes or credits to existing orders as requested for offices, editorial and dressing rooms, conference room rentals
• Field and clear suspense items as they come in, or escalate to IT as needed
• Alla Road billings
• Work with manager studio operations on aspects of billings for PAM as follows:
• Update, maintain templates sent requesting PO's for all MPG, SPT clients.
• Assist in answering client requests for detail or back up
• May have audit role with manager in confirming monthly billings process appropriately
• Maintain accurate e-files, report/records/spreadsheet/files.
- Other:
• FAR requests
• Office/pantry supply orders in Ariba
• COVID – Assist in maintaining records for weekly testing schedule, requesting appointments
• Calendaring for overall dept meetings, some dept heads as requested
• Requires minimum four days in office weekly, one remote WFH day is possible
• Answer phones, Checking/Changing voicemail & Shared Inbox
• Responsible for using templates to create holiday or lot closure/activity memos to clients as requested
REQUIREMENTS:
• 3-5 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 prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Strong interpersonal skills required; possession of a professional and courteous demeanor.
• 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.
USA - Culver City - Studio Lot - Hepburn Bldg