Administrative Assistant

This is a Full Time Job

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 PO's, and answer the phones. Additional responsibilities include routing incoming and outgoing mail, faxes, copies, 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 monitoring calendars to resolve scheduling conflict 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 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 PO's for Distribution, Networks, and Research. Track each PO and apply Goods Receipt when services have been rendered.
• Expense Reports (15%): Creating and tracking corporate expense reports on a monthly basis in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with 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. Tracking 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 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 Power Point Presentation for special meetings and other kind 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 meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, etc. Work on multiple projects at the same time. Working on special projects and presentations. Support planning and logistics for major industry events (e.g., MIPCOM, LA Screenings, NATPE). Coordinate invitations, schedule appointments, manage calendars and confirm attendance.
• IT Needs (2%): Work with IT support to ensure that the executive's computer, desk phones and business mobile phone equipment are working effectively upon request. Request computer needs, equipment, programs and loaners as needed.
• Inter-company Communication (2%): Liaise with assistants to executives of other divisions. Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Collaborate with the marketing team and the TV Distribution sales team in Mexico, Miami and Brazil to ensure alignment on deliverables and timelines.
• Data Analytics (2%): Analyze TV networks and platforms performance data for the stakeholders as needed.
• Other (2%): Collect and organize the Top 3 reports from all executives. Enter networks acquisition deals into Rightsline database. Create, update, and maintain a database of clients, buyers, and partners across territories. Ensure accuracy and timely updates of contact information, imeeting history, and follow-ups notes. Order non-electronic department supplies via Ariba as needed. Complete ad-hoc assignments and support cross-functional projects as needed.

Knowledge/Skills/Abilities:
• Excellent Word Processing and Computer Skills with High Level of Knowledge and Comfort. The role requires daily use of Microsoft Office programs-MS Outlook, MS Word, MS Excel, and MS PowerPoint – as well as comfort using other database applications. The Administrative Assistant will be required to do extensive word processing and editing of documents. In addition, in this role he/she will need to have a general use of the internet as a source of reference data and information.
• A Team Player and Self-Motivated. The Administrative Assistant is a critical member of the team and needs to have a positive attitude about being a contributing member of the team and supporting a positive environment for his/her colleagues. Also, the Administrative Assistant needs to have a high degree of self-motivation to seek out answers to questions.
• Highly Organized and Detail-Oriented. The Administrative

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