Executive Assistant - Entertainment Marketing

This is a Full Time Job

Job Purpose:

The Executive Assistant for Entertainment Marketing will primarily be responsible for handling a busy executive desk, managing day-to-day administrative and marketing functions, and liaising with internal NBC divisions, all while exercising a high level of professionalism and discretion. The ideal candidate will be able to expertly coordinate meetings, marketing assignments, and team activities that are critical to daily operations and overall success of the organization.

This is a highly administrative role that provides the opportunity to work closely with senior leadership and gain exposure to strategic planning and entertainment marketing initiatives. This position reports to the EVP, Entertainment Marketing and the VP, NBC Brand & Social.

Essential Responsibilities
• Support 2 leaders (both in LA, but with teams across NY/LA) and their senior staffs’ calendars, including coordinating and organizing meetings, responding to all incoming invites, creating weekly and monthly meetings, and maintaining organization across the team.
• Manage phone lines, booking and coordinating executive travel, managing expense reports and all other administrative needs
• Arrange departmental meetings and events, executive conference calls, book conference rooms, set up all Audio Visual requests, prepare internal and external correspondence.
• Serve as a point of contact between executives and internal/external stakeholders, demonstrating professionalism and strong communication skills
• Act as floor captain, coordinating a variety of tasks related to general office management duties including coordinating with IT facilities, security, catering and other daily operations need as they arise.
• Support a variety of ad hoc projects across the entertainment marketing org – including but not limited to department reports, org charts, supply closet, etc.
• Manage tasks related to the department budget, including assisting with budget reconciliation, processing and tracking all vendor invoices for payment, managing department related expenses (e.g. off sites, office supplies, etc).
• Manage parking for department executives- renewal of parking, new parking applications, and physical parking badges for LA based team
• Coordinate on-boarding of new staff members, interns and/or temp employees such as computer & phone set up, corporate I.D. and parking passes, if necessary
• Conduct research on request and maintain a general awareness of industry trends, formats, talent and competitive environment.
• Distribute department mail, maintain department calendar and attendance records.
• Maintain strict confidentiality of all sensitive information, materials, and matters related to leadership, personnel, and strategic business activities.
• Help foster a positive and inclusive team culture by assisting with employee engagement initiatives and team-building activities.
• Demonstrate initiative and sound judgment in managing shifting priorities, anticipating needs, and resolving administrative issues independently.

Qualifications

Basic Qualifications
• Bachelors Degree
• 3 years proven experience as an Executive Assistant supporting senior leaders, preferably more than one at a time
• Exceptional organizational, communication, and problem-solving skills
• Strong judgment and ability to handle sensitive and confidential information with discretion.
• Proficient in Microsoft Office Suite, Google Workspace, and internal tools such as Concur, Teams, and Zoom. across both PCs and Mac. Experience with collaboration tools like Slack, Airtable or similar is a plus.
• Must be willing and able to work evenings, weekends, extended hours or holidays as needed, particularly when covering both coasts

Desired Characteristics
• Able to work in a high volume, fast paced environment while managing multiple tasks and maintaining a professional attitude.
• Effective time management and prioritization skills
• Excellent verbal and written communication skills
• Expert collaborator with unmatched attention to detail
• Interest in marketing, business development, entertainment and digital media. Love of television, a plus!
• Ability to interface with the creative community as well as all levels of the NBC organization.
• Must be flexible, personable, a team player and have a positive can-do attitude
• The ideal candidate will have the unique ability to anticipate executive needs before they arise, proactively identifying solutions to administrative or logistical challenges.

Hybrid: 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: $47,500- $60,000.

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