Administrative Assistant

NBCUniversal is one of the world's leading media and entertainment companies. We create world-class content, distribute it across film, television, and streaming, and bring it to life through global theme park destinations, consumer products, and experiences. Our portfolio includes leading entertainment and news brands such as NBC, NBC News, NBC Sports, Telemundo, NBC Local Stations, Bravo, and Peacock. We produce premier filmed entertainment through Universal Pictures, DreamWorks Animation, Focus Features, and Universal Studio Group’s global television studios. We also operate industry-leading theme parks, including Universal Orlando Resort and Universal Studios Hollywood.

About the role

The Administrative Assistant is responsible for managing schedules, coordinating meetings, and handling travel arrangements for 3 SVPs and 1 VP in Brand/Franchise Marketing. This role includes leading meeting logistics and tracking key actions required.

Responsibilities

• Manages complex scheduling for meeting-heavy executives, coordinating meetings with internal and external parties using multiple calendars while balancing strict demands and shifting priorities
• Supports executives with daily/weekly meeting planning, agenda prep, follow-up, and problem-solving
• Compiles meeting agendas for weekly team meetings and other key meetings
• Coordinates travel schedules and arrangements, including collecting required travel documentation
• Establishes and maintains positive relationships with internal and external clients
• Prepares and processes P-card and expense reports in accordance with divisional travel policy guidelines, ensuring timely processing of expenses
• Proactively manages meeting and presentation logistics (in-person, hybrid, or virtual)
• Maintains proper record-keeping and filing systems
• Composes and types routine email correspondence in a timely manner

Requirements

• 1+ years of experience supporting an executive
• Proficient in Microsoft Word, Excel, PowerPoint, Keynote, and Photoshop

Desired Characteristics

• High degree of professionalism and ability to interface well with senior-level management
• Bachelor’s degree
• Strong attention to detail and assertive communication skills
• Excellent organizational, interpersonal, and communication skills
• Self-motivated with a proactive attitude and detail orientation
• Adept at working in a fast-paced environment with the ability to multitask
• Capable of building and maintaining strong work relationships across multiple divisions/departments
• Ability to work independently with a strong sense of initiative and intuition
• Expert communicator, able to follow up on meeting action points and relay them to necessary parties
• Demonstrates initiative by improving office procedures, reports, and processes with minimal supervision
• Pays attention to multiple details and tasks while minimizing errors
• Team-oriented with a willingness to assist coworkers
• Ability to maintain department business with the utmost confidentiality
• Experience working in and a positive attitude toward a rapidly changing business environment

Schedule

Hybrid: This position requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.

Benefits

• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid leave
• Tuition reimbursement
• Variety of discounts and perks

Pay

Salary range: $47,500 – $60,000.