Executive Assistant

This position will support department vice presidents and senior directors, serving as a trusted partner in managing a fast-paced, global legal organization

Because the executives supported by this role lead global functions, the Executive Assistant will regularly collaborate with colleagues across North America, Europe, and Asia

Professionally represent the executives through initial telephone conversations, email correspondence and contact meetings

Handle swiftly and adeptly the complex and ever-changing calendars for the assigned Legal Department Executives

Prepare for, coordinate and open communication lines (telephone, video and web) for group meetings, making sure that the “trains run on time.”

Schedule travel plans and accommodations for the assigned Legal Department Executives and handle all of the details of expense reporting through the Finance Department’s electronic systems

Ensure a timely flow of information, obtain signatures and authorizations, answer and screen phone calls and manage correspondence and communication flow

Act as administrative liaison between the executives and Sony group companies, vendors, and industry contacts

Provide logistical support for key department team meetings, events, and conferences, working in collaboration with Facilities, IT, and external parties

Function as a communications hub for each of the executives’ teams

Knowledge of contract workflow with ability to follow through with the process with minimal direction

Liaise effectively with Executive Assistant and Administrative Assistant counterparts across SIE’s business and organization and build strong working relationships with a wide range of company stakeholders at all levels

Continually improve processes and procedures to reduce work time and cost without compromising work quality

They are discreet, diplomatic, and an exceptional communicator, with sound judgment around when and how to communicate effectively

They bring a strong command of technology, leveraging a variety of tools and platforms to improve efficiency while combining those technical capabilities with the interpersonal skills needed to help both their executives and the broader team operate at their best

This role also requires significant experience tracking and managing legal budgets, including the use of e-billing and matter management systems such as SimpleLegal or CounselLink

The successful candidate will be comfortable partnering regularly with outside law firms and vendors to monitor budgets and ensure the timely submission and processing of invoices

The ideal candidate is a proactive, highly organized Executive Assistant who enjoys anticipating executives’ needs, expertly managing complex calendars, and coordinating a wide range of cross-functional projects and initiatives involving multiple stakeholders

Strong communication skills, both written and oral

At least 3 years of executive administrative or other, directly relevant work experience

Strong interpersonal skills, with a friendly, outgoing, and flexible manner

Proficiency in Microsoft Office Suite, especially Excel (Pivot Tables) and PowerPoint, and Google Drive products

Process-oriented, with attention to detail and the ability to juggle multitasks adeptly

Power-user proficiency with Outlook, electronic expense reimbursement systems such as SAP Concur, electronic finance and accounting systems such as SAP

A bachelor’s degree from a 4-year university or another, equivalent educational degree

Ability to work in a fast-paced environment

Ability to maintain a high degree of confidentiality and use a lot of discretion when needed

Ability to work independently on difficult projects with minimal supervision

Success in this position requires someone who enjoys building relationships across cultures and time zones, thrives in a collaborative environment, and serves as a trusted ambassador for both the executives they support and the Legal Department as a whole