Executive Assistant

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.