Department Assistant (Contract)

Department Assistant (Contract)

Aliso Viejo, CA (Hybrid - 3 days in the office)

Key Responsibilities:

• Maintain office services by organizing office operations and procedures.
• Plan and coordinate office, 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.
• Manage and maintain complex executive calendars, including scheduling travel, conferences, appointments, and meetings.
• Ensure timely information flow, obtain signatures and authorizations, and manage communication for leadership and team.
• Prepare and submit expense reports for leadership and/or the department as assigned.
• Professionally represent leadership through initial contact meetings or phone conversations.
• Serve as a liaison between leadership and other departments, including Sony Group companies, vendors, and international contacts.
• Act as a communications hub for 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.

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.

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