Administrative Assistant, Legal Innovation & Operations

NBCUniversal•New York, NY

3d•Hybrid

About The Position

Reporting to and primarily supporting the SVP, Legal, AI Innovation & Legal Operations, the Executive Assistant will provide proactive, high-volume executive support to the SVP, as well as shared administrative support to designated members of Corporate Legal Affairs and the broader Legal Innovation & Operations team.

Requirements

4+ years of experience providing administrative or executive support, preferably to a senior executive in a legal, corporate, technology, or media environment
Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel
Demonstrated ability to manage competing demands, exercise sound judgment, and provide a high level of service and responsiveness
Excellent organizational, analytical, and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail

Nice To Haves

Bachelor's degree or equivalent experience preferred
Experience working in a fast-paced, matrixed environment and supporting geographically distributed teams
Proactive judgment and the ability to anticipate needs, identify issues, and act without detailed direction
Excellent oral and written communication, time-management, prioritization, organizational, and interpersonal skills
Excellent attention to detail and consistent follow-through
Collegial, collaborative, and service-oriented approach

Responsibilities

Serve as a central point of coordination for the SVP, triaging incoming requests, gathering relevant context, identifying time-sensitive matters, and helping sequence competing priorities
Prepare briefing materials, agendas, presentations, decision summaries, and other executive-ready materials for leadership meetings and key stakeholder discussions
Track decisions, commitments, and action items arising from meetings led by the SVP; coordinate follow-up with responsible stakeholders and escalate delays or issues as appropriate
Manage recurring administrative and operational needs for the SVP and designated teams, including memberships and subscriptions, distribution lists, records, supplies and other support processes, identifying opportunities to streamline and automate routine work
Maintain accurate information in team databases and management systems, including updating statuses, monitoring deadlines, and preparing tracking reports
Own and manage a complex calendar, coordinating with executives and assistants throughout the company to schedule and prioritize meetings, calls, and appointments across time zones and resolving conflicts using sound judgment
Arrange domestic and international travel, prepare detailed itineraries, and proactively address changes or issues as they arise
Manage expense administration, including approvals, reimbursements, travel and expense reports, recordkeeping, and timely follow-up in accordance with company policies
Coordinate onboarding logistics for new team members, including equipment, systems access, introductions, and orientation scheduling
Manage the administrative aspects of special projects, team meetings, and events, bringing structure, organization, and consistent follow-through to assigned work
Handle privileged, confidential, and highly sensitive information with discretion and sound judgment, and communicate professionally with senior executives, attorneys, vendors, and other stakeholders