Administrative Assistant, Universal Studios Hollywood

NBCUniversal•Universal City, CA

2d•Onsite

About The Position

Assists with administrative and clerical processes in support of the Attractions, Excellence, and Operations teams. Includes both routine and non-routine administrative assignments in support of the efficient operation of the overall Department.

Requirements

High School Diploma/GED and a minimum 2-3 years of work experience supporting a team in an administrative capacity
Proven experience supporting multiple calendars and processing expenses, arranging travel, and utilizing Microsoft office software
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Nice To Haves

Proven ability to communicate with all business levels over the phone, through written communication and in-person to create a comfortable and appropriate professional relationship
Must be able work independently, identify and communicate creative solutions to challenges, maintain a strong focus on business priorities and be persistent in follow-through
Ability to orchestrate and execute multiple activities simultaneously in a fast-paced environment using resources effectively and efficiently
Familiarity with Microsoft Access or equivalent database programs
Proven ability to quickly and comfortably follow complex workflow processes and navigate various electronic systems

Responsibilities

Provides general administrative support and performs clerical duties for department managers and reps, including calendar management, expense reports, travel arrangements, office supplies and ordering, and routine correspondence
Assists with processing purchase orders, and invoice payment processing
Analyzes, compiles, updates and maintains department reports on spreadsheets, Word, and databases.
Refers project data/information to the appropriate parties
Schedules and coordinates project meetings and/or conference calls with internal and external clients and vendors.
Distribute meeting minutes, initiates and follows-up with action items and Project Management
Maintains and archive electronic and hard-copy department files
Processes project security clearances, reprographic and express delivery orders, office supply and maintenance orders.
Assists office manager when needed
Order and manage office supplies/inventory for team.
Coordinate maintenance of office equipment with appropriate vendors
Maintain general suite order and cleanliness.
Ensure department office environment is maintained professionally and aesthetically to receive visitors
Performs other duties as assigned