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Executive Assistant, Operations & Technology
Company | NBCUniversal |
Address | Englewood Cliffs, NJ, United States |
Employment type | FULL_TIME |
Salary | |
Category | Broadcast Media Production and Distribution,Entertainment Providers,Media Production |
Expires | 2023-07-22 |
Posted at | 11 months ago |
Company Description
- Process expense reports in accordance with established policy guidelines tracking expenses and following up in a timely manner
- Manages general office and administrative tasks for the executive floor including guest office and conference room reservations, maintaining distribution lists, managing security access, facilitating technology support for shared resources, interacting with executive dining services and coordinating with facilities services
- Responsible for flawless and complex meeting and event preparation, set-up, execution and follow-up including room scheduling, AV support, arrangement of food and drink, preparation and collection of agendas and materials, note taking, and coordinating follow-up items and actions.
- Arrange and schedule a significant volume of meetings with Executive colleagues and direct reports across multiple time zones; maintains and updates calendar while determining priority of requests and scheduling accordingly
- Proactively manage and coordinate daily schedule, calendar appointments, contacts, travel arrangements, internal meetings and external appointments
- Demonstrate flexibility, poise, patience and persistence in routinely adjusting priorities and rescheduling meetings
- Responsible for approved communications on behalf the President, Operations & Technology
- Manage and organize executive files, physical and electronic, as required.
- Participates in and supports special projects as assigned; assists other department members as needed and acts as a backup for other executive assistants when required.
- Interacts with executive IT support on behalf of executive leadership team
- Arranges domestic and international travel accommodations, work visas and associated documents including comprehensive and detailed multi-city travel itineraries, when applicable
- Creates and edits presentations, agendas, spreadsheets, and reports.
- Coordinate and schedule high-profile special events, filming and photoshoots with internal and external parties on the executive floor including executive screening room and tour requests
- Demonstrated experience taking detailed notes and extracting action items; ability to understand priorities and adjust schedules accordingly
- 3+ years of relevant experience maintaining a senior executive’s phone, calendar, work and travel schedules
- Bachelor’s degree or relevant work experience
- Exemplary interpersonal skills including a professional in-person and virtual presence
- Systems savvy – You’re proficient with the Microsoft Office 365 suite of tools, and capable of operating NBCUniversal proprietary systems for travel, expense reporting, and expense approvals
- Resourceful – You’re comfortable navigating a complex environment to obtain information and seek buy-in
- Trustworthy – You will have a high level of access to confidential employee and business information and will maintain the highest degree of confidentiality and discretion
- Agile - Extremely flexible and able to shift priorities as needed and manage several work streams at a time
- Conscientious – You possess excellent attention to detail, thrive through organization and are comfortable partnering with others to track and meet deadlines
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