Summary
Assists with administrative and clerical processes in support of the Food Operations team. Includes both routine and non-routine administrative assignments in support of the efficient operation of the overall Department.
Essential Functions
- Provides comprehensive administrative support and performs clerical duties for food operation leaders, including calendar management, meeting coordination, email correspondence, expense reports, travel arrangements, office supplies and ordering, and routine correspondence.
- Prepare, format, and distribute routine correspondence, reports, presentations, and departmental communications
- Assists with processing purchase orders, and invoice payment processing.
- Analyzes, compiles, updates and maintains department reports on spreadsheets, Word, and databases. Refers project data/information to the appropriate parties.
- Schedules and coordinates meetings, project meetings and/or conference calls with internal and external clients and vendors. Distribute meeting minutes, initiates and follows-up with action items and Project Management.
- Maintains and archive electronic and hard-copy department files
- Processes project security clearances, reprographic and express delivery orders, office supply and maintenance orders. Assists office manager when needed.
- Order and manage office supplies/inventory for Food Operation team. Coordinate maintenance of office equipment with appropriate vendors.
- Supports basic tracking of administrative expenses and expenditures, ensuring documentation accuracy.
- Assists, tracks and maintains Management Food ServSafe and Alcohol Beverage Control certification status.
- Manages and coordinates onboarding logistics for new management members, including onboarding plan, equipment requests, system access and workspace readiness.
- Manages and communicates food operations master calendar, seasonal programs and key project milestones.
- Manages Team Member meal/snack vouchers, Team Member of the Month and Achievers programs
- Maintain general suite order and cleanliness. Ensure department office environment is maintained professionally and aesthetically to receive visitors.
- Exercise professionalism, discretion, and confidentiality in handling sensitive information.
- Performs other administrative duties and special projects as assigned to support overall departmental efficiency.
Qualifications/Requirements
- High School Diploma/GED and a minimum 2-3 years of work experience supporting a team in an administrative capacity.
- Proven experience managing multiple calendars, processing expenses, planning meetings/activities and coordinating travels.
- Familiarity with Microsoft Access or equivalent database programs
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Desired Characteristics
- Strong written and verbal communication skills; ability to interact professionally and respectfully across all business levels.
- Must be able to work independently with solution-oriented mindset and strong guest service focus.
- Ability to identify and communicate creative solutions to challenges, maintain a strong focus on business priorities, ability to prioritize competing demands and adapt to changing priorities.
- Highly organized with excellent attention to details and follows through persistently.
- Ability to orchestrate and execute multiple activities simultaneously in a fast-paced environment using resources effectively and efficiently.
- Proven ability to quickly and comfortably follow complex workflow processes and navigate various electronic systems.
Required On-Site: This position is required to be performed full-time from an NBCUniversal-designated worksite.
This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website. Salary range: $26.00- $28.00.
As part of our selection process, external candidates may be required to attend an in-person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. NBCUniversal's policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.
NBCUniversal will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.
If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to [email protected].
