Full Time Job

Administrative Assistant - Office Of CEO


New York, NY 11-17-2021
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  • Paid
  • Full Time
  • Entry (0-2 years) Experience
Job Description
Role Overview:
The Office of the CEO works closely with each business of the company – Corporate/HR, Finance, Legal, Television & Streaming, Peacock, Universal Studio Group, Universal Filmed Entertainment Group, Telemundo, News Group, Parks & Resorts, Ad Sales, Content Distribution, NBC Sports and more.

The Administrative Assistant will work closely with the CEO and his Executive Assistant, acting as a second assistant to the CEO. In addition, they will be an integral part of the Executive 51st Floor. The Administrative Assistant must be someone who can work at a fast pace, communicate well with all levels of the company, has a positive attitude, is very thorough, and understands extreme confidentiality.

Duties include but are not limited to answering phone lines when needed, maintaining the office, updating documents, going on errand runs, and providing backup administrative support to the Executive Assistant. The Administrative Assistant will gain valuable desk coverage skills and experience at the highest level and a robust understanding of the overall operations of NBCUniversal.


Administrative Duties
• Help answer phones and maintain call list and cover for Executive Assistant
• Make meal reservations and maintain an ongoing list of NY restaurants with updated information
• Handle logistics for visiting guests, including arranging for guest passes at NBCU office locations
• Send out and monitor email communications including daily and ad-hoc initiatives
• Complete and submit expense reports; approve p-card expenses
• Coordinate special events including film screenings for CEO
• Maintain specific account logistics (e.g. PIX, 5th Kind)
• Update calendar with film premieres and release dates
• Arrange tickets for Parks, Sports, tours and show tapings as needed
• Obtain visas, travel cards and/or passports for upcoming travel
• Track CEO travel and charter usage utilizing Excel and Monaeo
• Update contact lists
• Provide desk coverage for Executive Assistant and other assistants as needed
Office Duties
• Open all mail (flagging any event invitations for Executive Assistant)
• Print, scan, file and shred paperwork; order office supplies when needed
• Order/pick-up/prepare any food/drinks
• Book conference rooms and arrange IT/AV assistance for meetings
• Coordinate FedEx/Messengers
• Send gifts when needed and arrange auction and charity gifts
• Restock printer paper and ink cartridges
• Renew subscriptions and memberships
• Run errands as needed
• Maintain CEO office (general organization, replenishing supplies, etc.)

Basic Qualifications:
• Bachelor's degree and at least one year of administrative experience
• Must be willing to work in New York City
• Must be willing to work flexible hours and overtime, as needed

Desired Characteristics

Desired Qualifications:
• Demonstrated knowledge in the media and entertainment industry
• Previous experience in executive phone coverage and calendar management using Microsoft Outlook
• Strong interpersonal skills, including a professional phone manner and in-person presence
• Proficiency in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint
• Experience in corporate travel and expense systems (e.g. Concur)
• Ability to work with and maintain confidential information with discretion
• Exceptional time management skills with the ability to prioritize and juggle numerous priorities and deadlines in an extremely fast-paced and high-volume environment
• Flexible, organized, self-starter, and extremely detail-oriented – able to seek out answers and resources on own

Jobcode: Reference SBJ-rjvooe-54-144-55-253-42 in your application.