Administrative Assistant, Administrative Services

Job Description

Administrative Assistant II, Administrative Services

The Administrative Assistant supports the administrative needs of the Senior Vice President of Administrative Services. Aside from typical executive admin duties of phones, calendars, etc., the job includes interfacing with the various departments making up Admin Services to help compile information for regular reporting to the CFO. These departments include: Food Services, Special Events, Tours, Athletic Club, Expendables, Mailroom/Shipping & Receiving, Couriers, Pantry Services, Office Plants, Reprographics, Studio Stores, the Print Shop, Sign Shop and Media Services.

Responsibilities

1. Direct support of the office of the Senior Vice President, Admin Services • Handling all phone calls, directing incoming calls and taking/delivering messages • Maintaining calendar, scheduling meetings, making/confirming lunch reservations • Preparing drafts of emails when directed by the SVP • Interfacing with all department heads reporting to the SVP in order to gather and then compile info into a weekly status report used in meetings with the CFO and his direct reports. Excellent writing skills required to ensure consistency of presentation in grammar and to put this together cohesively from multiple sources • Proficiency with mobile devices (blackberry/iphones/tablets) to assist with issues that may arise with use, access or syncing, liaising with exec IT support as needed • Assisting daily with opening of the office, lights, starting computer, etc. • Helping keep the SVP's desk organized with filing of documents/correspondence/trade magazines to reduce clutter • Potential for occasional work outside regular business hours on certain high-profile events overseen by Lucienne Hassler such as the annual holiday party and long-term service awards

2. Logistical Support of Admin Services Team
• Often the first employee in the suite, turning on the lights and unlocking doors • Ordering office supplies and paper products and making service calls for facilities issues when needed • Occasional assistance with needs arising from other Admin Services departments as directed by the SVP.

Requirements
• Bachelor's Degree preferred
• 1-2 years of Administrative experience in a Corporate setting
• Highly motivated and professional (self-starter)
• Interested in assisting in efficient departmental administration
• Ability to work in a fast-paced environment and meet deadlines
• Ability to work well in an environment where needs and priorities are subject to revision
• Strong organization skills and able to handle multiple projects and effectively prioritizes
• Strong inter-personal skills across all levels of management and excellent teamwork capabilities
• Aptitude to learn new applications (ServiceNow, etc)
• Proficient in Microsoft Word, Excel and PowerPoint skills required
• Knowledge about admin tools (Concur, TAAS, etc.)
• Proactive and excellent communication skills, both verbal and written; heavy email correspondence
• Ability to maintain confidentiality and follow directions without concern
• Attention to details are required

* Sony Pictures - CA - Culver City Area & Studios

Jobcode: Reference SBJ-rn813m-3-137-157-45-42 in your application.