The Executive Assistant will provide direct administrative support to several department heads at NBCUniversal’s digital division in West Los Angeles. This position is hybrid and will require in-office attendance three days a week (may subject to change). The successful candidate should have the skills and knowledge necessary to manage a business office situation. The Executive Assistant position requires excellent interpersonal and communication skills, both written and verbal, and must convey a positive and professional image.

Job Responsibilities

  • Support several executives on the senior team. Handle confidential information/documents.
  • Maintain workflow when the assigned executives are out of the office, anticipate issues, and make decisions requiring initiative, independent judgment, and logic.
  • Coordinate internal/external meetings & maintain executive schedules.
  • Draft executive letters, memos, reports, and other documents. Review and route incoming/outgoing correspondence, and ensure that follow-up action items are addressed. Compose correspondence and other documents as required. 
  • Provide coordination of presentation materials.
  • Answer and screen incoming phone calls; coordinate telephone conferences, respond to or route external/internal calls
  • Act as liaison with clients, vendors, managers and employees
  • Work closely with senior staff and interface with corporate officers and their assistants.
  • Prepare and track expense reports
  • Make travel arrangements for the assigned executives and occasionally other staff members. Schedule and coordinate travel appointments
  • Coordinate coverage support as needed with other support staff
  • May coordinate events and/or projects
  • Manage contract management and filing systems
  • Other duties as assigned

Basic Requirements:

  • Minimum of 5 years of experience as an Executive Assistant supporting top-level executives
  • Two-year degree preferred or equivalent work experience
  • Must be proficient in the use of Microsoft Office programs, including Word, PowerPoint, and Excel
  • Must have previous experience with event planning/project coordination
  • Previous experience maintaining executives' work and travel schedules is required
  • Able to exercise discretion and keep strictest levels of confidentiality
  • Must maintain regular and acceptable attendance at such level as is determined at the company’s sole discretion
  • Must be available and willing to work extended hours as occasionally needed (during crunch times!) per day or per week, including weekends and holidays, to meet business needs

Desired Skills / Additional Characteristics

  • Strong problem-solving skills, attention to detail, and ability to work with minimal supervision are essential
  • Must be able to plan, prioritize, and organize a busy workload, and adjust to changing priorities
  • Must have excellent oral and written communication skills. Must possess strong typing, spelling, and editing skills with thorough knowledge of grammar
  • Internet savvy