The Executive Assistant is a full-time position in NBCUniversal's Technical Operations organization and provides administrative support to the EVP, AI & Enterprise Innovation and the SVP, AI Strategy & Innovation. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. This individual will also be instrumental in helping to develop and manage team and site engagement activities. This position has visibility to the Technical Operations leadership team; professional communication and presence are essential to the role.
Responsibilities:
- Proactively managing/coordinating daily schedule/calendar, expenses, contacts, travel arrangements, meetings (internal and external), conferences, and seminars for the team leader
- Demonstrates leadership to maintain credibility and trust with management staff.
- Determining the importance of meeting requests and schedule; accordingly, demonstrate flexibility, patience, and persistence in routinely rescheduling meetings.
- Manages complex schedule and coordinates meetings with internal and external parties across multiple time zones utilizing multiple calendars, and anticipating problems and conflicts in advance.
- Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations /agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink.
- Manage expense policy, including team approvals, reimbursements and expense reports for team leader in accordance with established policy guidelines, track expenses and follow-up in timely manner.
- Managing general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships, and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.
- Creating and editing presentations, agendas, spreadsheets, communications, databases, and reports
- Participating in meetings, take notes and disseminate information to relevant stakeholders.
- Responsible for drafting and editing correspondence.
- Managing special projects/events as designated and assist other department members as necessary and acts as back up for other assistants on team.
- Performing other duties as assigned