Administrative Assistant CW Food Ops

NBCUniversal•Universal City, CA

1d•Onsite

About The Position

The Administrative Assistant for the CW Food department is responsible for providing overall administrative support to the CW Food Directors and Management team. This role involves managing complex schedules, coordinating meetings with internal and external parties, and handling heavy call volume, while also acting as backup for Sr Leadership area administrative assistants. The assistant will perform basic administrative tasks such as photocopying, filing, maintaining records, ordering office supplies, distributing mail, and managing department calendars and attendance. Key responsibilities also include composing routine correspondence, coordinating travel schedules and arrangements, processing expense reports, and preparing presentation materials. The role requires maintaining contact lists, coordinating various meetings and employee functions, managing visitor requests, assisting with new hire onboarding, and coordinating office equipment maintenance. The assistant is also expected to maintain general suite order and cleanliness and perform other related duties as requested by management.

Requirements

High School Diploma/GED
Minimum of 2 years of experience in an Administrative Assistant capacity in increasingly responsible roles
Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
Knowledge of all basic office equipment required
Must be willing to work in Universal City, CA
Must have unrestricted work authorization to work in the United States
Must be 18+ years or older

Nice To Haves

Previous experience supporting a senior executive strongly preferred
Excellent organizational, verbal and written communication skills
Demonstrated ability to work with all levels of employees and management, and willingness to give assistance to co-workers in other areas
Strong team player
Pleasant, professional attitude and personality
Strong time management skills and a demonstrated ability to work independently under pressure and meet tight deadlines
Ability to multi-task and be flexible is essential
Ability to work with and maintain confidential information
Self-starter with ability to follow through with minimal supervision

Responsibilities

Providing overall administrative support to the CW Food Directors and Management team
Manage complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars
Determine importance of meeting requests and schedule accordingly
Handle heavy call volume
Acts as back up for the Sr Leadership area administrative assistants as necessary
Perform basic administrative tasks, e.g. photocopying and filing
Maintains proper recordkeeping and filing system for all work
Order and manages office supplies/inventory for team
Distribute department mail
Maintain department calendar and attendance records
Compose and type routine e-mail and other correspondence
Coordinate travel schedules and arrangements
Collect required travel documentation
Prepares and processes expense reports ensuring adherence to established travel policy guidelines
Ensure the timely processing of expenses utilizing the latest T&E electronic process for payment to Corporate credit cards
Provide administrative support for various projects, including preparing PowerPoint and other presentation materials as requested by management
Maintain contact lists and meeting attendee email groups
Coordinate staff meetings, employee functions, conferences and client meetings as necessary
Coordinate visitor requests with Parking and Security
Assist in new hire onboarding (id badge generation, name plates, desk set-up, etc.)
Coordinate maintenance of office equipment with appropriate vendors
Maintain general suite order and cleanliness
Perform other related duties as requested by management