Administrative Assistant, Content Strategy - Distribution

Job Description

Administrative Assistant III, Content Strategy – Distribution

The Content Strategy team is looking for an Administrative Assistant to provide full range of administrative support for two executives on the team.

Responsibilities
• Answer phone & take messages
• Set-up conference calls/meetings
• Send meeting reminders
• Dial into calls and set-up Skype or Video conferences for regional calls
• Schedule and coordinate meetings and conference calls across multiple time zones
• Arrange media services when required
• Check (weekly & daily) weekly for scheduling conflicts
• Track calendar/travel itinerary updates (e.g. car pickup times)
• For large meetings support set up
• Book travel
• Manage and coordinate busy international meetings (and finding rooms in territory offices) and planning group events (dinners)
• Support during travel period, including reminder texts reminding re: car pickup, printed itinerary and proactively checking for flight delays and handling car service accordingly
• Process expense reports with multiple currencies
• Manage and regularly update expenses within Concur system
• For international travel assist with expense reports
• Handle IT requests (e.g. computer issues)
• Order/pick-up lunch, as required
• Perform overall departmental organization (e.g team moves, or team events)
• Manage shared documents and site (utilized by entire worldwide team)
• Track and order supplies
• Manage onboarding for consultants and new hires (Ariba requests for computers & access to systems and share drives)
• Setup vendors in Ariba and follow-up on payment of invoices
• Coordinate team project updates and maintain vacation calendar
• Running sales and availability reports out of sales planning system
• Event organizing for some meetings 60+ size
• Secure hotels and organize travel, accommodations, on-site events, etc
• Handle and manage catering
• Secure rooms
• Arrange media services
• Conduct research as needed
• Support in creating presentations and excel spreadsheets using Microsoft Office (Word, Excel, and PowerPoint)

Qualifications
• BA degree preferred
• Strong work tenure: at least 3-5 years of experience supporting a high level executive
• Advanced computer skills; proficiency in Outlook, Word, Excel, PowerPoint
• Focused, dedicated and passionate
• Excellent communication skills – written and oral
• Strong organizational skills
• Ability to prioritize and multi-task
• Excellent attention to detail
• Resourceful
• Team-player
• Strong interest in the TV and Film content
• Early bird work start at 8-8:15am

USA - Culver City - Akio Morita Building

Jobcode: Reference SBJ-d99e94-3-133-156-156-42 in your application.