Executive Assistant

NBCUniversal•New York, NY

24d•$60,000 - $80,000•Hybrid

About The Position

The Executive Assistant role is a full-time position and will provide administrative support to the SVP, Global Video Engineering. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently.

Requirements

Previous experience in Executive Assistant or Coordinator position.
Previous experience maintaining executive’s phone, calendar, work and travel schedules using Microsoft Outlook.
Excellent interpersonal skills, including professional phone manner and in-person presence.
Proficient with Microsoft Office programs including Word, PowerPoint and Excel with advanced knowledge of Outlook.
Ability to work with and maintain confidential information.
Experience taking detailed notes and extracting action items.
Ability to understand priorities and adjust meetings and content appropriately.

Nice To Haves

A self-starter who is organized with strong decision-making capability, ability to follow through without supervision and strong emotional maturity.
Adaptable to various competing demands and demonstrate the highest level of customer service and response.
Superior organizational and administrative skills with the ability to multi-task and prioritize work.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Highly resourceful team-player, with the ability to also be extremely effective independently.

Responsibilities

Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements and meetings (internal and external).
Arrange and schedule meetings; maintain and update calendar; determine importance of meeting requests and schedule accordingly, demonstrate flexibility, patience and persistence in routinely rescheduling meetings.
Arrange travel and all accommodations including comprehensive and detailed itineraries.
Process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in a timely manner.
Provide a bridge for smooth communication; demonstrate leadership to maintain credibility, trust and support with senior management staff.
Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink.
Coordinate on-boarding and off-boarding employees and consultants, including hardware installation request
Manage electronic document systems, intranet web sites, wikis, and web-based project management tools.
Create and edit presentations, agendas, spreadsheets, communications, databases, and reports.
Participate in meetings, take notes and disseminate information to relevant stakeholders
Oversee inventory and replenishment of all in-office supplies, including snacks and office materials, ensuring a well-stocked and organized workplace environment.
Perform other duties as assigned and assist with special projects as needed.