Department Assistant (Los Angeles)

Location: Los Angeles

Part-Time role: 3x a week

Contractor role: 12 month term

The Department Assistant reports to the Manger of Executive Administration & Global Relations, providing comprehensive administrative support for our Los Angeles team members, department’s leadership and their team members.

This role requires independent judgment, discretion, and confidentiality while managing a variety of administrative tasks. Responsibilities include, but are not limited to, conducting research, handling information requests, preparing correspondence, welcoming visitors, arranging conference calls, scheduling meetings, coordinating domestic and international travel, and processing expense reports. The Department Assistant also reviews work and provides directions to ensure timely completion of projects and assignments.

Key Responsibilities:

• Maintain and organize team operations and procedures.
• Plan and coordinate team and department events in collaboration with internal and external stakeholders.
• Facilitate team/department meetings, workshops, and conferences in collaboration with internal and external stakeholders.
• Welcome and direct guests and visitors to the appropriate team members.
• Ensure timely information flow, obtain signatures and authorizations, and manage communication for leadership and team.
• Professionally represent site/team leadership through initial contact meetings or phone conversations.
• Serve as a liaison between site/team leadership and other departments, including Sony Group companies, vendors, and international contacts.
• Act as a communications hub for site/team leadership and their teams, keeping track of travel and holiday schedules while ensuring accessibility as needed.
• Serve as a knowledge resource for office, team, and department processes and procedures, providing hands-on assistance as needed.
• Build and maintain strong working relationships with Executive Assistants and company partners at all levels.
• Record and distribute meeting minutes as requested.
• Continuously improve processes and procedures to enhance efficiency and reduce costs without compromising quality.
• Handle a mix of short-, mid-, and long-term assignments, often requiring independent judgment beyond standard procedures.
• Manage highly confidential information with discretion.
• Provide ad-hoc support as needed. Support may include:
• Manage and maintain complex executive calendars, including scheduling travel, conferences, appointments, and meetings.
• Prepare and submit expense reports for leadership and/or the department as assigned.

Qualifications & Skills:

• Strong organizational and time management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant tools.
• Experience coordinating with executive-level stakeholders and cross-functional teams.
• Ability to work in a fast-paced, dynamic environment and adapt to changing priorities.

Requirements:

• Bachelor’s degree or equivalent
• At least 5 years of Department/Administrative Assistant or similar experience
• Proficiency in Microsoft Office Suite, including Excel, and PowerPoint
• Ability to work independently on difficult projects with minimal supervision
• Ability to maintain a high degree of confidentiality and discretion
• Strong interpersonal skills
• Sense of urgency, and ability to multitask in fast paced environment
• Exceptional attention to detail
• Ability to stay calm and deliver in high stress situations
• Strong time management skills
• Adaptable and Open-minded

Preferred Qualifications:

• Experience working in a Japanese company
• Fluency in written and verbal communication skills in both Japanese and English a plus
• Experience in Concur; JIRA, Confluence, Conga, and SAP/SRM
• An interest in interactive entertainment

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