Executive Assistant, Global Real Estate

NBCUniversal • Universal City, CA

3d • $70,000 - $90,000 • Hybrid

About The Position

NBCUniversal Team is looking for an Executive Assistant. In this role you will be responsible for managing the day-to-day administrative functions for the Senior Vice President and Vice Presidents but not limited to; schedule management, meeting coordination & minutes, managing a variety of clerical duties and assisting with correspondence. In addition, this position is responsible for departmental administrative duties i.e., vacation tracking, reporting, organization, and supply ordering for the office and pantry.

Requirements

• 5+ years executive assistant experience.
• Must have unrestricted authorization to work in the United States.

Nice To Haves

• BA/BS degree preferred.
• Notary Public certification is highly desirable.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities to improve the work environment and proposes solutions.
• Develop and maintain positive relationships with stakeholder teams, international teams, administrative teams, IT and facilities teams.
• Ability to anticipate the needs of the executives/team.
• Advanced capabilities in PowerPoint presentation development and editing.

Responsibilities

• Completes a broad variety of administrative tasks for Senior Vice President and Vice Presidents (4) including: representing the SVP in all interactions (internal and external) with poise and tact.
• Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, expense reports, meetings (internal and external) and conferences for the 5 executives.
• Provides a bridge for smooth communication between the SVP’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff and stakeholders.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Responsible for excellence in meeting/event preparation, set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink, drive-on passes for consultants/vendors/meeting attendees.
• Coordinates travel arrangements including air, hotel, ground transportation, and business meals and outings.
• Prepares and Manages expense reports for executives.
• Requests temporary badging for contractors, vendors and consultants.
• Responsible for the timely preparation/compilation of data/edits and distributing reports, forms, and documents. Creates and edits presentations, agendas, spreadsheets, communications, databases, and reports.
• Responsible for supporting the Global Real Estate & Sustainability teams ad-hoc special projects, potential deck creation/consolidation and monthly report generation.
• Manage and oversee relevant project invoicing, vendor agreements, etc.
• Assists with and prepares basic PowerPoint presentations including final editing, consolidating, and distribution.
• Responsible for developing and maintaining efficient and accurate record keeping/filing systems.

Benefits

• This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees