Administrative Assistant, Film Music

NBCUniversal • Universal City, CA

5d • Hybrid

About The Position

This Administrative Assistant is a key member of the creative Film Music team reporting to the Senior Vice President of Film Music. Administrative Assistant will be working in a fast paced, demanding work environment and be responsible for maintaining a smooth workflow for various key members of the Film Music team.

Requirements

• Bachelor’s degree or equivalent experience
• Proficient in Microsoft Word, Excel, and Outlook
• Proficient in iTunes and Mac
• Excellent organizational skills, strong attention to detail, and proven ability to meet tight deadlines
• Ability to handle confidential and sensitive information with discretion

Nice To Haves

• 2+ years administrative experience ideally in the music for film or television industry
• Ability to multi-task, work, and prioritize tasks in a fast-paced office and maintain high attention to detail under deadline pressure
• Display knowledge and passion for music – different genres, decades, etc.
• Strong verbal and written communication skills; the ability to communicate effectively to all levels of employees and management
• Personable, team-oriented; have the ability to work with a variety of different personality-types
• Experience and knowledge of the music industry
• Proven ability to exercise discretion and integrity
• Self-starter, punctual
• Accountable; takes ownership and pride in their assignments and day-to-day tasks
• Must be flexible and wholly committed in approach and be able to amend hours as required to suit business needs

Responsibilities

• Heavy phone management, roll calls, provide notes for calls as requested
• Maintain & coordinate schedule for member stated above, compile & submit expense reports, create reports & materials for meetings
• Coordinate executive, project & scoring related travel and other administrative duties as needed
• Liaise daily with colleagues at record labels, publishers, music management companies, talent agencies, etc.
• Assist executive as needed with music research projects, music searches & collection of outside music submissions
• Research song information to complete clearance forms for licensing department
• Coordinate and distribute scripts, subsequent drafts/pages to department
• Assist in maintaining internal & external department distribution lists
• Work synergistically with other team members in maintaining and updating the department’s new music drive
• Maintain inventory of office supplies & shipping materials on a weekly basis
• Assist with creating and updating internal documents

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level