Executive Assistant

Job Description

Responsibilities
Role

The Executive Assistant is responsible for supporting all day-to-day activities undertaken by the EVP & MD Universal Pictures International. This is an internationally focused role and includes managing schedules, coordinating meetings and handling travel arrangements. This role will also include be a direct liaison with senior level stakeholders both internally and externally across all international territories. Assists in coordinating multiple Events annually.

Essential Responsibilities:
• Manages complex schedule and coordinates meetings with internal and external parties across multiple time zones utilizing multiple calendars, often balancing very strict demands of high-level filmmakers and studio heads, and anticipating problems and conflicts in advance
• Coordinates travel schedules and arrangements (flights/hotel/transportation), researches and obtains required travel documentation
• Establishes and maintains positive relationships with internal and important external clients
• Maintains proper recordkeeping and filing system for all work
• Performs administrative tasks, e.g. managing phone, photocopying and filing
• Assists other department members as necessary and serves as back up for the desk of President of Universal Pictures International and senior foreign visits
• May assist in arranging temporary help, storage, etc.
• Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines
• Ensures the timely processing of expenses utilizing the latest electronic processes for payment to Corporate credit card
• Assist in pre-planning and executing Events both locally and including traveling domestically and internationally (gathering attendees travel information, booking cars for all attendees, coordinating catering, audio visual equipment, other vendors as needed, notifying attendees of pertinent information)
• Maintain department supplies. Coordinate Facilities for maintenance issues within suite.
• Coordinate department gatherings: lunches and holidays including celebrations for film openings.

Qualifications/Requirements
Basic Qualifications:
• Bachelor's Degree or 3+ years of experience supporting a senior level executive
• Proficient in Microsoft Word, Outlook, PowerPoint, Adobe, and Excel
• Knowledge of all basic office equipment required

Eligibility Requirements:
• Interested candidates must submit a resume/CV online to be considered
• Must have unrestricted work authorization to work in the United States
• Must be covered by Solutions, NBCU's Alternative Dispute Resolution Program
• Willingness to work evenings and weekends with short notice and be flexible with hours
• Must submit an attestation disclosing your COVID-19 vaccination status and, if partially or fully vaccinated, submitting your vaccination record no later than 7 days following commencement of employment.
• Must be fully vaccinated against COVID-19 at the commencement of employment or adhere to enhanced protocols if Company determines your job position requires accessing an NBCUniversal worksite.
• Must be willing to adhere to all Company COVID-19 workplace safety policies and protocols.

Desired Characteristics

Desired Characteristics:
• High degree of professionalism and the ability to interface well with Senior Level management
• Demonstrable senior EA experience: a truly committed individual who has experience supporting a manager across difference time zones
• Experience with advanced international travel bookings and able to navigate meticulous itineraries and demands abroad
• Ability to think globally whilst respecting cultural norms and accommodating local demands and requirements
• Ability to work independently and show a very strong sense of initiative and intuition
• An expert communicator with the ability to communicate with all levels especially senior executives – able to follow up on meeting action points and communicate these to necessary parties
• Demonstrates initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision
• Pays attention to multiple details and multiple tasks while minimizing errors
• 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
• Demonstrates experience working in, and a positive attitude toward, a rapidly changing business environment
• Excellent organizational, analytical and administrative skills, together with developed interpersonal skills, telephone manner and attention to detail

Jobcode: Reference SBJ-rnvo4m-216-73-216-202-42 in your application.