Administrative Assistant

Company Description
NBCUniversal is one of the world's leading media and entertainment companies. We create world-class content, which we distribute across our portfolio of film, television, and streaming, and bring to life through our global theme park destinations, consumer products, and experiences. We own and operate leading entertainment and news brands, including NBC, NBC News, NBC Sports, Telemundo, NBC Local Stations, Bravo, and Peacock, our premium ad-supported streaming service. We produce and distribute premier filmed entertainment and programming through our powerhouse film and television studios, including Universal Pictures, DreamWorks Animation, and Focus Features, and the four global television studios under the Universal Studio Group banner, and operate industry-leading theme parks and experiences around the world through Universal Destinations & Experiences, including Universal Orlando Resort, home to Universal Epic Universe, and Universal Studios Hollywood. NBCUniversal is a subsidiary of Comcast Corporation. Visit www.nbcuniversal.com for more information.
Our impact is rooted in improving the communities where our employees, customers, and audiences live and work. We have a rich tradition of giving back and ensuring our employees have the opportunity to serve their communities. We champion an inclusive culture and strive to attract and develop a talented workforce to create and deliver a wide range of content reflecting our world.
Job Description
The Administrative Assistant is a full-time position in NBCUniversal's Workplace Operations organization and provides administrative support to the Vice President in LA as well as remotely in Texas. 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. This individual will also be instrumental in helping to develop and manage team and site engagement activities. This position has visibility to the Workplace Operations leadership team; professional communication and presence are essential to the role.
Responsibilities:

• Proactively managing/coordinating daily schedule/calendar, expenses, contacts, travel arrangements, meetings (internal and external), conferences, and seminars for the team leader
• Demonstrates leadership to maintain credibility and trust with management staff.
• Determining the importance of meeting requests and schedule; accordingly, demonstrate flexibility, patience, and persistence in routinely rescheduling meetings.
• Manages complex schedule and coordinates meetings with internal and external parties across multiple time zones utilizing multiple calendars, and anticipating problems and conflicts in advance.
• 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.
• Manage expense policy, including team approvals, reimbursements, travel and expense reports for team leader in accordance with established policy guidelines, track expenses and follow-up in timely manner.
• Managing general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships, and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.
• Creating and editing presentations, agendas, spreadsheets, communications, databases, and reports
• Participating in meetings, take notes and disseminate information to relevant stakeholders.
• Responsible for drafting and editing correspondence.
• Managing special projects/events as designated and assist other department members as necessary and acts as back up for other assistants on team.
• Performing other duties as assigned such as but not limited to
  • Site Event Planning
  • Minor Event Planning
  • Organization of recognition for the team

Qualifications
Requirements:

• High School deploma or GED equivalent
• 2+ years of experience supporting a leader working across different time zones.
• A self-starter who is organized with strong decision-making capability, ability to follow through without supervision.
• 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.
• High degree of professionalism and the ability to interface well with internal stakeholders.
• Demonstrates ability to work on a team and willingness to give assistance to co-workers in other areas.
• Must be able to maintain department business with the utmost confidentially.
• Excellent organizational, analytical, and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail.
• Highly resourceful team-player, with the ability to also be extremely effective independently.

Desired Characteristics:

• Track record of proactively managing/coordinating daily schedule/calendar, expenses, contacts, travel arrangements, meetings (internal and external), conferences, and seminars for the team leader with minimal error.
• Ability to work with and maintain confidential information.
• Ability to multi-task and handle competing priorities for multiple executives.
• Manages stressful situations and can execute well under high pressure situations
• Expertise in Microsoft Office programs including Outlook, Word, Excel and Teams. Advanced knowledge of PowerPoint a plus.
• Strong interpersonal skills, including a professional phone manner, email etiquette and in-person presence.
• Experience taking detailed notes, extracting action items, following up with stakeholders and overseeing general team programming needs.
• Ability to understand priorities and adjust meetings and content appropriately.
• Knowledge of all basic office equipment required.
• Bilingual: English & Spanish/ English & Japanese

Additional Requirements:

• Required On-Site: This position is required to be performed full-time from an NBCUniversal-designated worksite.

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. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website.
Salary range: $60,000 - $80,000
Additional Information
As part of our selection process, external candidates may be required to attend an in-person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. NBCUniversal's policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.
NBCUniversal will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.
If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to [email protected].