Administrative Assistant Job at Sony Pictures Entertainment in Miami

Overview

Administrative Assistant

This position will provide support to three top level executives 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, 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

• Maintain Supervisors' calendars, scheduling meetings with clients and partners across time zones and monitoring for conflicts.
• Arrange domestic and international travel, including flight bookings, visa research, lodging, ground transportation, and Travel Authorization requests via the Ariba system; follow up to manage costs.
• Prepare business information packets for departures, including itineraries, meeting agendas, locations, times, participants, and contact information; organize materials for client meetings and market presentations.
• Ensure executives are briefed and equipped for engagements with travel documents, presentations, relevant agreements, and financial binders as needed.
• Set up vendors and process POs for Distribution, Networks, and Research; track POs and apply Goods Receipts when services are rendered.
• Create and track corporate expense reports in Concur; collect receipts, ensure compliance with T&E policy, and obtain timely approvals.
• Coordinate conference and video calls with all levels of executives; send calendar invites, provide agendas, and arrange videoconferencing equipment and rooms as needed.
• Organize and facilitate virtual and in-person meetings, including AV setup, catering, and attendee coordination.
• Translate emails, memos, letters, and special projects (English/Spanish and Spanish/English) as requested; prepare PowerPoint presentations for meetings and distribute pitch decks and promotional materials.
• Assist with annual events, conventions, budget meetings, and team-building activities; support planning and logistics for major industry events (e.g., MIPCOM, LA Screenings, NATPE); manage invitations and attendance tracking.
• Coordinate with IT to ensure computers, desk phones, and mobile devices function properly; arrange equipment and loaners as needed.
• Collaborate with assistants to executives in other divisions; maintain open communication on conventions, offsite meetings, and cross-departmental deliverables.
• Analyze TV networks and platforms performance data as needed; collect and organize top reports; maintain contact databases and track meeting history and follow-up notes.
• Order non-electronic department supplies via Ariba and complete ad-hoc cross-functional projects as needed.

Knowledge / Skills / Abilities

• Excellent word processing and computer skills; proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable with other database applications.
• Strong teamwork, self-motivation, and the ability to work independently in a fast-paced environment.
• Highly organized with meticulous attention to detail; able to confirm key activities and manage travel, expenses, and office purchases in coordination with finance.
• Strong interpersonal and communication skills; professional representation of Sony Pictures Entertainment to internal and external contacts.
• Ability to work under pressure with varying personalities and manage multiple priorities while maintaining discretion with confidential information.
• Bilingual (Spanish / English) with strong oral and written proficiency; translation ability is a plus. Portuguese is a plus.
• Proficiency with office management software and openness to adopting new tools (e.g., Ariba, Concur, SharePoint, CRM, SAP, video conferencing).

Experience

3+ years of administrative experience, preferably within a Fortune 500 company. 1+ year of experience within the entertainment industry is desired but not required.

Education

Associate degree.

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. SPE will consider qualified applicants with arrest or conviction records in accordance with applicable law. To request an accommodation for purposes of participating in the hiring process, you may contact us at SPE_Accommodation_Assistance@spe.sony.com.