NBC Universal Administrative Assistant in Universal City, California

Job Number 34856BR

Job Title Administrative Assistant

Business Segment Filmed Entertainment Group

Sub-Business Film USHE

Posting Category Administrative Support

About Us NBCUniversal is one of the world’s leading media and entertainment companies in the development, production, and marketing of entertainment, news, and information to a global audience. NBCUniversal owns and operates a valuable portfolio of news and entertainment television networks, a premier motion picture company, significant television production operations, a leading television stations group, and world-renowned theme parks. 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.

Career Level Experienced

Country United States

State/Province California

City Universal City

Responsibilities

The Administrative Assistant is responsible for supporting the SVP, Supply Chain Operations within the Universal Pictures Home Entertainment Group. In addition to providing support to the SVP, this role will also require filing both documentation and product samples as well as tracking time off, coordinating meetings and handling travel arrangements for the larger Supply Chain organization.

Essential Responsibilities:

  • Supports SVP in managing complex schedule and coordinating meetings with internal and external parties, as well as phone coverage.

  • Coordinates and schedules meetings including sending attendee invitations, handling logistical details (directions, parking, itineraries, ordering meals and/or equipment), gathering and preparing necessary presentation materials. Uses initiative to schedule appointments and meetings based on personal knowledge of workload and priorities

  • Facilitates travel arrangements for SVP and leadership within the department

  • Prepares and processes P-card and Travel & Expense Reports to ensure all are submitted on time and reimbursements are made

  • Maintaining accurate filing of all product samples received by department

  • Partnering with internal finance teams to ensure that all vendor payments and purchase orders are processed and paid in a timely manner

  • Maintains proper recordkeeping and filing system for all work

  • Performs basic administrative tasks, e.g. email correspondence, photocopying and document filing

  • May assist in making arrangements for temporary help, storage, meeting offsites etc.

  • Maintains departmental contact lists and time off tracking

  • Prepare PowerPoint presentations as needed

  • Assists other department members as necessary

Qualifications/Requirements

Basic Qualifications:

  • Minimum 2 years professional experience as an administrative assistant or in customer service

  • Proficient in Microsoft Word, Outlook, PowerPoint, and Excel

  • Knowledge of all basic office equipment requiredEligibility Requirements:

  • Interested candidates must submit a resume/CV online to be considered

  • Must be willing to work in Universal City, CA location

  • Must have unrestricted work authorization to work in the United States

Desired Characteristics

Desired Characteristics:

  • Bachelor's degree

  • Interest in supply chain operations and/or motion picture industry

  • Experience with SAP and Microsoft VISIO

  • Experience processing and submitting purchase orders and invoices for payment

  • Excellent verbal and written communication skills

  • Meticulous attention to detail and ability to prioritize effectively while minimizing errors

  • Demonstrate initiative by confidently self-starting improvements to office procedures, reports and processes and requires minimal supervision

  • Demonstrated 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

  • Must be able to work at a fast pace while managing multiple tasks and maintaining a professional attitude

  • Superior organizational skills both in approach and execution of work

  • Excellent decision-making capabilities and ability to be flexible in work environment

  • Make recommendations about tasks and execute them with minimal direction

  • Self-starter with high energy who is able to initiate projects and see them through to completion

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