Marketing Administrative Associate

Job Description

NBCUniversal is one of the world's leading media and entertainment companies.
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
Location: Universal Pictures, Mexico
Reports To: Sr Marketing Manager
Employment Type: Full-Time
We are seeking a highly organized and detail-oriented Administrative Assistant to support our Marketing team at Universal Pictures. The ideal candidate will be responsible for managing calendars, coordinating meetings, and providing administrative support for various projects. This role requires strong communication skills, the ability to handle multiple tasks, and a proactive approach to problem-solving, all within a fast-paced entertainment environment.

Key Responsibilities:
• Calendar Management: Efficiently manage executives' calendars, including scheduling, booking, and confirming meetings; ensuring all necessary participants are informed and prepared.
• Meeting Coordination: Support in planning and executing team meetings, including authorization access for vendors, booking meeting rooms, and prepare virtual connections for all assistants
• Documentation Support: Assist in the preparation and organization of documents and materials for project presentations, including gathering information and creating presentation materials.
• Note-taking: Attend meetings to take accurate notes, track action items, and follow up on deliverables, ensuring accountability and timely progress on projects.
• Action Item Tracking: Monitor and manage action items from meetings, providing reminders and updates to team members to ensure deadlines are met.
• Communication: Serve as a liaison between team members and external contacts, handling inquiries with professionalism and confidentiality.
• Administrative Support: In charge of vendor management process (new vendors set up, POs, payments) & purchase orders generation in SAP for the different Managers.
• Shipping and Logistics. Coordinate shipping logistics for film materials, working closely with shipping providers to ensure timely delivery to theaters.
• Warehouse management. Keep the warehouse clean and organized as well as the inventory of items updated.
• Delivery services and promotional items. In charge of preparing promotional item packages. Coordination with internal services and external delivery suppliers. Request and receipt of promotional items for local providers.
Qualifications
Qualifications:
• Bachelor's degree or equivalent experience preferred; experience in the entertainment industry is a plus.
• Proven experience as an administrative assistant or in a similar supportive role, with a strong understanding of office management procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Excellent verbal and written communication skills, with a keen attention to detail.
• Strong organizational and multitasking abilities, capable of managing competing priorities in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive attitude and problem-solving mindset.
Key Competencies
• Communication Abilities: Verbal and written communication, active listening, storytelling, and interpersonal communication.
• Teamwork & Collaboration: Teamwork, collaboration, conflict resolution, negotiation, and empathy.
• Problem Solving & Critical Thinking: Problem solving, critical thinking, adaptability, and creativity.
• Personal Effectiveness: Time management, work ethic, organization, dependability, emotional intelligence, leadership, positive attitude, and attention to detail.

Jobcode: Reference SBJ-xk1e14-216-73-216-111-42 in your application.