Executive Assistant, Operations & Technology

NBCUniversal•New York, NY

1d•Hybrid

About The Position

The Operations & Technology division of NBCUniversal is looking for a high-energy, results-driven and detail-oriented Executive Assistant to provide administrative support to the Chief Technology Officer (CTO). You will play a critical role in supporting the CTO in various administrative and operational tasks. This position requires exceptional organizational skills, a proactive mindset, and the ability to shift priorities as needed and manage several work streams at a time. The ideal candidate for this position has exemplary planning and time management skills, excellent communication skills, and the ability to operate in a resourceful and self-directed manner. This individual is expected to bring a C-Suite-level of experience and engagement to this role. They will work across the Operations & Technology organization as well as across NBCU/Comcast on behalf of the CTO.

Requirements

5+ years of relevant experience maintaining a senior executive’s phone, calendar, work and travel schedules.
10+ years of demonstrated career Executive Assistance experience.
Demonstrated experience taking detailed notes and extracting action items; ability to understand priorities and adjust schedules accordingly.
Exemplary interpersonal skills including a professional in-person and virtual presence.
Trustworthy – You will have a high level of access to confidential employee and business information and will maintain the highest degree of confidentiality and discretion.
Systems savvy – You’re proficient with the Microsoft Office 365 suite of tools; collaboration tools like Microsoft Teams and Slack; and you’re capable of operating NBCUniversal proprietary systems for travel, expense reporting, and expense approvals.
Agile - Extremely flexible and able to shift priorities as needed and manage several work streams at a time.
Conscientious – You possess excellent attention to detail, thrive through organization and are comfortable partnering with others to track and meet deadlines.
Resourceful – You’re comfortable navigating a complex environment to obtain information and seek buy-in.
Problem Solver – You adapt easily to changing priorities, thrive in solving problems and drive to results.

Responsibilities

Serve as a liaison between the CTO and other departments, team members, clients, stakeholders and outside vendors.
Draft and edit internal and external communications, ensuring clarity and professionalism.
Proactively manage and maintain the CTO’s calendar, including scheduling internal and external meetings, coordinating travel, and organizing small- and large-scale meeting logistics.
Arrange and schedule a significant volume of meetings with executive colleagues and teams across multiple time zones; maintain and update calendars while determining the priority of requests and scheduling accordingly.
Arrange domestic and international travel accommodations, work visas, and associated documents, including comprehensive and detailed multi-city travel itineraries, when applicable.
Demonstrate flexibility, poise, patience, and persistence in routinely adjusting priorities and rescheduling meetings.
Process expense reports in accordance with established policy guidelines; reconcile P-card transactions and route invoices for approval.
Facilitate complex meetings and large team events: set-up, execution, and follow-up, including room scheduling, AV support, preparation and collection of agendas and materials, note-taking, and coordinating follow-up items and actions.
Coordinate internal group communications using newsletters, intranet postings, and messaging tools.
Create and edit presentations, agendas, spreadsheets, and reports.
Manage and organize executive files, physical and electronic, as required.
Participate in and support special projects as assigned; assist other department members as needed and act as a backup for other executive assistants when required.