NBCUniversal Team is looking for an Executive Assistant. In this role you will be responsible for managing the day-to-day administrative functions for the Senior Vice President and Vice Presidents but not limited to; schedule management, meeting coordination & minutes, managing a variety of clerical duties and assisting with correspondence. In addition, this position is responsible for departmental administrative duties i.e., vacation tracking, reporting, organization, and supply ordering for the office and pantry.
What You’ll Do:
- Completes a broad variety of administrative tasks for Senior Vice President and Vice Presidents (4) including: representing the SVP in all interactions (internal and external) with poise and tact.
- Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, expense reports, meetings (internal and external) and conferences for the 5 executives.
- Provides a bridge for smooth communication between the SVP’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff and stakeholders.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Responsible for excellence in meeting/event preparation, set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink, drive-on passes for consultants/vendors/meeting attendees.
- Coordinates travel arrangements including air, hotel, ground transportation, and business meals and outings.
- Prepares and Manages expense reports for executives.
- Requests temporary badging for contractors, vendors and consultants.
- Responsible for the timely preparation/compilation of data/edits and distributing reports, forms, and documents. Creates and edits presentations, agendas, spreadsheets, communications, databases, and reports.
- Responsible for supporting the Global Real Estate & Sustainability teams ad-hoc special projects, potential deck creation/consolidation and monthly report generation.
- Manage and oversee relevant project invoicing, vendor agreements, etc.
- Assists with and prepares basic PowerPoint presentations including final editing, consolidating, and distribution.
- Responsible for developing and maintaining efficient and accurate record keeping/filing systems.
Let’s Talk About You…
- Executer - You get things done! Using strong business acumen, organizational and superior process/project management skills, you prioritize and execute numerous complex projects in parallel.
- Communicates with ease - You have a way with words. Has very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, executive team, external partners.
- Tech-savvy – You are an MS Office whiz and can take on new software with ease.
- Impeccable attention to detail – You bring customer requests to life by organizing the team’s daily work plans and scheduling commitments. The studio operations team will excel with your keen attention to work due dates and schedule commitments.
What You Must Have…
- 5+ years executive assistant experience.
- Must have unrestricted authorization to work in the United States.
What Could Set You Apart…
- BA/BS degree preferred.
- Notary Public certification is highly desirable.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities to improve the work environment and proposes solutions.
- Develop and maintain positive relationships with stakeholder teams, international teams, administrative teams, IT and facilities teams.
- Ability to anticipate the needs of the executives/team.
- Advanced capabilities in PowerPoint presentation development and editing.
Hybrid: This position currently has a hybrid schedule, which requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.
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: $70,000 - $90,000.
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].
