Administrative Assistant

NBCUniversal•Universal City, CA

2d•$47,500 - $60,000•Hybrid

About The Position

The Administrative Assistant is responsible for managing schedules, coordinating meetings and handling travel arrangements for 3 SVPs and 1 VP in Brand/Franchise Marketing. This role will also include leading meeting logistics and tracking of key actions required.

Requirements

1+ years of experience supporting an executive
Proficient in Microsoft Word, Excel, PowerPoint , Keynote and Photoshop

Nice To Haves

High degree of professionalism and the ability to interface well with Senior Level management
Bachelor’s degree
Strong attention to detail & assertive communication skills
Strong organizational, interpersonal and communications skills
Self-motivator with proactive attitude and detail orientation
Adept at working in a fast-paced environment with the ability to multi-task
Capable of building and maintaining strong work relationships and work effectively across multiple divisions/departments
Ability to work independently and show a very strong sense of initiative and intuition
An expert communicator with the ability to communicate with all levels especially senior executives – able to follow up on meeting action points and communicate these to necessary parties
Demonstrates initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
Pays attention to multiple details and multiple tasks while minimizing errors
Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas
Must be able to maintain department business with the utmost confidentially
Demonstrates experience working in, and a positive attitude toward, a rapidly changing business environment
Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail

Responsibilities

Manages complex scheduling for meeting heavy executives; specifically coordinates meetings with internal and external parties utilizing multiple calendars, often balancing strict demands of studio heads and shifting priorities while anticipating problems and conflicts in advance
Supports executives with managing their meetings of the day/week ahead, meeting planning, agenda prepping with excellent follow up and problem-solving skills
Compiles meeting agendas for weekly team meetings as well as other key meetings
Coordinates travel schedules and arrangements, collects required travel documentation
Establishes and maintains positive relationships with internal and important external clients
Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines; Ensures the timely processing of expenses utilizing the latest electronic processes for payment to corporate credit card
Proactively manages meetings and presentation logistics (in person, hybrid or virtual)
Maintains proper record keeping and filing system for all work
Composes and types routine e-mail correspondence in a timely manner