Sr. Administrative Assistant

The Operations & Technology Division of NBCUniversal is looking for a high-energy, results-driven, and detail-oriented Executive Assistant to provide direct administrative support to SVP, Enterprise Product, Finance and ancillary support to 6 other VPs in the organization. In this role, you will be responsible for managing the day-to-day administrative functions, including schedule management, meeting coordination, taking meeting minutes, managing a variety of duties (such as expense reports), and assisting with correspondence. In addition, this position is responsible for departmental administrative duties, i.e., vacation tracking, reporting, special projects, and logistical planning. The ideal candidate for this position is a seasoned executive assistant that has exemplary planning and time management skills, excellent communication skills, and the ability to operate in a resourceful and self-directed manner. Responsible for proactively managing and coordinating daily schedule, calendar appointments, contacts, travel arrangements, internal meetings and external appointments Arranges and schedules significant volume of meetings with Executive colleagues and direct reports across multiple time zones; maintains and updates calendar while determining priority of requests and scheduling accordingly Takes meeting notes for the executives staff and All Hands meetings Arranges domestic and international travel accommodations, work visas and associated documents including comprehensive and detailed multi-city travel itineraries, when applicable Demonstrate flexibility, poise, patience and persistence in routinely adjusting priorities and rescheduling meetings Process expense reports in accordance with established policy guidelines tracking expenses and following up in a timely manner Responsible for flawless and complex meeting and event preparation, set-up, execution and follow-up including room scheduling, AV support, arrangement of food and drink, preparation and collection of agendas and materials, note taking, and coordinating follow-up items and actions. Interacts with executive IT support on behalf of executive leadership team Manages general office and administrative tasks for the executive floor including guest office and conference room reservations, maintaining distribution lists, managing security access, facilitating technology support for shared resources, interacting with executive dining services and coordinating with facilities services Manage and organize executive files, physical and electronic, as required Creates and edits presentations, agendas, spreadsheets, and reports. Participates in and supports special projects as assigned; assists other department members as needed and acts as a backup for other executive assistants when required. Additional duties as needed.