Executive Assistant in Film Music

This is a Full Time Job

The Film Music team is seeking an Executive Assistant to support the President of Music and Publishing. This position operates in a fast-paced, high-demand environment and plays a key role in ensuring day-to-day operations run smoothly. The ideal candidate will be highly organized, proactive, and passionate about both music and film.

Essential Responsibilities
• Heavy phone management, rolling calls, provide notes for calls as requested, and maintaining President’s phone sheet.
• Assist with scheduling meetings for a complex calendar, issuing invites, making reservations, and keeping the President on schedule each day.
• Compile and submit expense reports and oversee all expense submissions for the department.
• Prep for large department staff meetings, and arrivals for VIP guests, generating parking passes, preparing materials, agendas, handouts, and occasional catering for meetings.
• Responsible for booking travel and generating itineraries for the President’s business-related travel.
• Assist with the department’s facility needs and issues ensuring they are completed in a timely manner.
• Organizing and arranging international and domestic shipping for department packages.
• Help with the planning and execution of department events.

Qualifications

Basic Requirements:
• Proficient in Microsoft Word, Excel & Outlook.
• Must be able to work five days a week (Mon-Fri) in the office for a full workday.
• Excellent organizational skills, strong attention to detail, and proven ability to meet tight deadlines.
• Proven ability to handle confidential and sensitive information with discretion.

Desired Characteristics
• 2 years administrative experience ideally in the music for film or television industry.
• Bachelor’s degree or equivalent experience.
• Ability to multi-task, work & prioritize tasks in a fast-paced, high stress office.
• Exceptional verbal and written communication skills; the ability to communicate effectively to all levels of employees and management.
• Personable, team-oriented; have the ability to work with a variety of different personality-types.
• Experience and knowledge of the music industry.
• Proficient in all DSP software.

Required On-Site: This position is required to be performed full-time from an NBCUniversal-designated worksite.