Administrative Assistant

This is a Full Time Job

DESCRIPTION:

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 POs, and answer the phones. Additional responsibilities include routing incoming and outgoing mail, faxes, copies, and 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:

• Calendars (30%):
Maintain Supervisors' respective, complex calendars, staying on top of all changes. Schedule meetings with clients and partners, and coordinate across time zones. Confirm attendance and closely monitor calendars to resolve scheduling conflicts and ensure all logistics are in place.

• 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 the 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), organize materials for client meetings and market presentations. Ensure the executive is briefed and equipped for all engagements: travel documents, presentations, relevant agreements, and financial binders as needed.

• Accounts Payable (15%):
Set up vendors and process POs for Distribution, Networks, and Research. Track each PO and apply Goods Receipt when services have been rendered.

• Expense Reports (15%):
Create and track corporate expense reports on a monthly basis in the Concur Solutions database system to ensure swift monetary reimbursement and ensure that all corporate expense reports comply with the 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. Track approval requests for the executives to ensure that travel, payments, and corporate expenses are approved in a timely manner. Track follow-up items, manage deadlines, maintain notes, and summarize action items on all matters requiring executive attention.

• 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 the meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs. Organize and facilitate both virtual and in-person meetings/calls, overseeing all logistics, organizing materials, A/V setup, catering, and attendee coordination.

• Translations/PowerPoint Presentations (2%):
Translations from English/Spanish-Spanish/English of emails, memos, letters, and special projects as requested. Preparation of PowerPoint presentations for special meetings and other kinds of presentations. Distribute pitch decks, screeners, and promotional materials to clients and track client reception.

• Special Events (2%):
Assist through annual special events, conventions, budget...