Senior Administrative Assistant, Creative Advertising

This is a Full Time Job

The Senior Administrative Assistant, Global Creative Advertising is a vital member of the Creative Advertising department responsible for managing A/V, Print and Digital campaigns for Sony Pictures theatrical releases. As part of a dynamic and collaborative creative team, the individual in this role will report to the Co-heads of Creative & Strategy and liaise with other employees in the department.

Responsibilities
• Screen and respond to incoming calls and correspondence
• Contribute to creative brainstorming and take notes during team mtgs, etc.
• Manage complex schedule of meetings communicating with numerous internal and external partners
• Communicate quickly with team members on multiple platforms like email, Microsoft Teams and Text.
• Organize and update a digital database of all A/V and Print advertising materials from early stages of development, through numerous revisions and finishing stages
• Prepare creative materials for meetings, including transcripts for A/V materials, creating PDFs for Print and any other items that may need to be prepared days ahead of time, and sometimes at the last minute
• Operate conference room systems to playback materials during meetings, ensuring the quality and consistency of these spaces by coordinating with facilities and colleagues who frequently use the shared systems
• Maintain records of creative materials presented in meetings, tested, shared with filmmakers and sent to executives
• Ensure secure transfer and communicate confidential information and materials regarding not-yet released films, following security protocols for team members and external business partners
• Coordinate with Creative Operations department for secure transfer of A/V dubbing and material requests
• Ensure timely purchase order processing of invoices from numerous external partners, ensuring accuracy of charges and tracking overall budget spend. Work with Finance to ensure budget accuracy
• Handle booking travel & expense reports for Co-heads and team
• Manage lunch orders, visitor guest passes/drive-ons and conference room reservations when necessary

Qualifications
• Minimum 1 year of experience specifically in Creative Advertising at a studio, agency, or postproduction facility
• Bachelor's degree preferred, ideally in film, marketing, business, or communications
• Knowledge of various file formats, such as QuickTime, PDF, Keynote, MP3, AIFF and other postproduction assets
• Strong oral and written communication skills, paired with a professional demeanor
• Demonstrates Initiative, discretion, proactivity and meticulous follow-through on all tasks
• Exceptional organizational skills and the ability to execute multiple responsibilities while juggling a busy schedule and managing multiple projects simultaneously with focus and efficiency
• Self-motivated and hardworking, who thrives both independently and collaboratively as part of a team, including contributing beyond your scope of duties and experience
• Must have personability interacting with internal and external executives, as well as high-profile filmmakers and talent
• Must be able to work independently and multi-task with ease
• Must be able to work well under pressure and with tight deadlines
• Identify work priorities and requirements up-front and make timely decisions