Executive Assistant – Latin Regional Office

Sony Music Global Job Board•New York, NY

8d•Onsite

About The Position

At Sony Music Entertainment, we fuel the creative journey. We’ve played a pioneering role in music history, from the first-ever music label to the invention of the flat disc record. We’ve nurtured some of music’s most iconic artists and produced some of the most influential recordings of all time. Today, we work in more than 70 countries, supporting a diverse roster of international superstars, developing and independent artists, and visionary creators. From our position at the intersection of music, entertainment, and technology, we bring imagination and expertise to the newest products and platforms, embrace new business models, employ breakthrough tools, and provide powerful insights that help our artists push creative boundaries and reach new audiences. In everything we do, we’re committed to artistic integrity, transparency, and entrepreneurship. Sony Music Entertainment is a member of the Sony family of global companies. As Executive Assistant you provide high-level administrative, operational, financial, travel, calendar, and event support to three senior executives within the Sony Music Latin Iberia Regional Office. The role may also provide secondary and occasional support, as needed, to the VP Business Intelligence, VP Corporate and Label Communications, and SVP, BLA. The role also assists with executive requests and ad hoc business needs, including PowerPoint presentations, document preparation, meeting materials, reports, trackers, and other administrative or operational requirements requested by the executives. This position requires a proactive, resourceful, and highly organized Executive Assistant who can anticipate executive needs, maintain strong follow-up, communicate clearly, manage confidential information, support executive requests, prepare business materials, and contribute to the smooth operation of the Sony Music Latin Iberia Regional Office.

Requirements

Highly organized and proactive Executive Assistant who thrives in a fast-paced environment.
Strong interpersonal and communication skills.
Exercise sound judgment.
Handle confidential information with discretion.
Skilled at managing multiple priorities.
Anticipate needs.
Ensure executive requests and administrative tasks are completed accurately and on time.
Pride in providing seamless support that enables the COO and the Latin Iberia Finance & Operations team to operate efficiently.

Responsibilities

Manage complex calendars for three regional executives, including internal and external meetings across multiple time zones.
Prioritize scheduling requests, resolve calendar conflicts, and coordinate availability with other executive assistants and senior stakeholders.
Prepare meeting invitations with complete details, including agenda, location, Teams links, attachments, and relevant notes.
Monitor upcoming priorities, deadlines, approvals, and follow-up items to ensure executives are prepared and schedules remain organized.
Handle confidential information with discretion and professionalism.
Coordinate leadership meetings, regional office meetings, workshops, conventions, and special project meetings.
Prepare and distribute agendas, attendee lists, meeting materials, and follow-up notes when needed.
Track action items, pending decisions, and requested follow-ups with internal teams and external stakeholders.
Support executive communications, reminders, and internal coordination for cross-functional initiatives.
Assist executives with day-to-day business requirements and ad hoc requests as needed.
Support preparation and formatting of PowerPoint presentations, meeting decks, agendas, briefing materials, status updates, reports, trackers, and other business documents.
Help organize information, collect inputs from different teams, update files, and ensure materials are clean, accurate, and ready for executive review or meetings.
Provide follow-up support for special projects, requested materials, internal communications, and operational needs requested by the executives.
Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries, and schedule changes.
Manage travel logistics for executive meetings, regional events, conventions, and leadership gatherings.
Confirm reservations, monitor hotel deadlines, maintain travel documentation, and communicate changes promptly.
Coordinate with hotels, venues, transportation providers, and travel contacts to ensure smooth executive travel and event logistics.
Support planning and execution of regional meetings, MD meetings, conventions, workshops, employee engagement events, and special activations.
Coordinate hotel sourcing, group reservations, meeting spaces, rooming lists, vendor communications, budgets, invoices, and contracts.
Maintain event trackers for attendees, travel, hotels, payments, approvals, deadlines, and communications.
Draft employee-facing communications and coordinate ticket distribution programs when applicable.
Prepare and manage expense reports, receipts, corporate card documentation, and business justifications through Concur and related finance processes.
Coordinate approval requests for expenses, invoices, vendors, hotels, subscriptions, events, and travel-related costs.
Track purchase orders, invoice status, payment follow-ups, over-cap approvals, and supporting documentation for audit purposes.
Partner with Finance to resolve pending payments, missing documentation, rejected items, or approval delays.
Communicate with hotels, venues, vendors, agencies, and external contacts to confirm arrangements, rates, contracts, and invoices.
Support hotel negotiations for group rates, meeting spaces, concessions, upgrades, and cancellation terms when appropriate.
Maintain clear written documentation of confirmations, contracts, invoices, deposits, and changes.
Draft professional and friendly internal emails, announcements, approval requests, follow-ups, and event communications.
Coordinate employee ticket opportunities using clear distribution rules and accurate tracking.
Serve as liaison among executives, Finance, HR, Operations, assistants, employees, external partners, and vendors.
Provide occasional support, as needed, to VP Business Intelligence, VP Corporate and Label Communications, and SVP, BLA.
Assist with selected scheduling, meeting coordination, communications, travel or event logistics, expense or approval follow-up, presentations, document preparation, and special requests when required.