Administrative Assistant

This is a Full Time Job

Join our NBCUniversal EPIC Legal Team! EPIC symbolizes key foundational principles as we strive to be extraordinary partners to our businesses in an evolving environment. Here at NBCU Legal, we are Expert Partners who provide Inspiring and Creative solutions to our clients. We are subject-matter experts who collaborate with our legal colleagues and clients to guide, solve and push for our collective success. We inspire by bringing optimism and positivity to our work, and apply strategic and innovative thinking to support our businesses.

Here you will:
• Manage heavy and complex attorney schedules, coordinating multiple-attendee Microsoft Teams and other calls and meetings with internal and external parties while utilizing multiple calendars across multiple time zones
• Arrange slide presentation set-ups
• Coordinate audio/visual needs for meetings
• Attend and take notes as requested by attorneys
• Book conference rooms
• Process and track legal work, including uploading documents into various databases and management systems; assigning specialists to projects; circulating show assignments, and updating status charts and tracking reports
• Draft, type, edit and distribute legal documents, project reports, letters, memos, presentations, spreadsheets, emails and other documents
• Assist attorneys with redlining of production and talent agreements as well as coordinating the execution, signature and counter-signature(s) of final copies
• Coordinate out-of-office coverage for attorneys
• Arrange travel and accommodations including comprehensive and detailed itineraries, including reserving car services and requesting building and parking access.
• Prepare and process:
• Expense reports, reimbursements, and reconciliations in accordance with Company policy guidelines
• Outside counsel and other legal-related invoices
• Handle general office and administrative tasks, including the ordering of miscellaneous supplies and coordinating facilities and IT requests
• Manage administrative and coordination aspects of special projects as designated, including the planning and organizing of internal events
• Act as backup for other assistants on the team
• Work with LA administrative team on legal floor to coordinate distribution of floor-wide admin assignments (e.g., ordering food and supplies, serving as floor wardens)

Qualifications

Basic Requirements
• College degree or High School/GED and comparable work experience
• Demonstrated high-level proficiency in MS Office Suite, Adobe Acrobat, and database management

Preferred Qualifications:

• Previous administrative support experience preferred (minimum of 3 years)
• Experience with Microsoft Teams, DMS, DocuSign, and SAP Concur preferred

Desired Characteristics

• Demonstrated interest in media industry or legal field
• Maintain strict confidentiality and professionalism, along with a positive attitude
• Demonstrated ability to thrive in a dynamic, fast-paced business environment
• Flexible and organized self-starter, with excellent attention to detail; ability to seek out answers and resources on own while anticipating team needs
• Superior time management skills, with the ability to multitask and prioritize work for multiple attorneys simultaneously
• Excels in interpersonal and communication skills, including:
• Professional phone manner and in-person presence
• Experience as a team player
• Ability to develop and maintain good working relationships with numerous executive assistants and other individuals (ex. executives, talent attorneys and agents, production company counsel)
• Demonstrated ability to assume greater responsibility as circumstances dictate
• Excellent document organization skills, including the ability to quickly and accurately file and keep records
• Exceptional computer skills and demonstrated ability to quickly learn and adapt to new programs and technologies
• Ability to think strategically, recognize areas of opportunity, and independently implement plans
• Proven flexibility, patience, and persistence in routinely rescheduling calls and meetings

Additional Requirements
• Must be willing to work in University City, CA
• This position has been designated as hybrid, generally contributing from the office a minimum of three days per week

This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website. Salary range: $45,000-$60,000.

Additional Information

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. NBCUniversal will consider for employment qualified applicants with criminal histories in a manner consistent with relevant legal requirements, including the City of Los Angeles Fair Chance Initiative For Hiring Ordinance, where applicable.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access nbcunicareers.com as a result of your disability. You can request reasonable accommodations by emailing [email protected].