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Executive Assistant
Entertainment & Media Industry Company
Coral Gables, FL, United States
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About Us
Company International Networks is one of the world’s premier entertainment portfolios, delivering quality content and compelling brands to over 176 territories across Europe, the Middle East, Africa, Latin America and Asia Pacific. The channel brands in the portfolio include Company Channel, Syfy, E! Entertainment Television, 13th Street, DIVA, Studio Company, Telemundo, The Style Network and Golf Channel. These unique brands deliver a full range of entertainment experiences to local audiences across the globe; the portfolio also includes Movies 24 in the UK. Further, Company News Group, one of the most influential and respected portfolios of on-air and digital news properties in the world, operate CNBC and NBC News internationally.
Company International Networks is a division of Company, one of the world’s leading media and entertainment companies in the development, production, and marketing of entertainment, news, and information to a global audience. Company owns and operates a valuable portfolio of news and entertainment television networks, a premier motion picture company, significant television production operations, a leading television stations group, world-renowned theme parks, and a suite of leading Internet-based businesses. Company is a subsidiary of Comcast Corporation. Company’s policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.
Overview
This is a demanding, fast-paced role providing comprehensive assistance and support to 3 senior executives. Day-to-day, this role involves many responsibilities you’d associate with a regular EA: organizing meetings and events, coordinating calendars, dealing with correspondence and managing complex travel arrangements. But beyond that, this is the opportunity to be involved with leading figures in the media industry.
This role will also include the preparation of presentations, tracking of key actions required and direct liaison with senior level stakeholders both internally and externally.
Responsibilities
Plan and orchestrate work to ensure the senior executives priorities are met; meet daily with senior executives to review calendar and activities; ensure materials for meetings are received on a timely basis and are relevant, complete, and accurate
Coordinate complex scheduling and extensive calendar management as well as management of content and flow of information to the senior executives office
Accountable for managing, coordinating, and arranging senior executives travel and travel-related activities including:
Prepare and provide senior executives with daily itineraries and related materials
Coordinate extensive international and domestic travel
Book hotels, arrange transportation, and coordinate meals (i.e., door-to-door logistics)
Ensure timing of planes, trains, automobiles, meals, and hotels are accurate
Consider travel risk/alerts and prepare alternative travel solutions
Plan and schedule meetings, conferences, teleconferences including food and beverages
Maintain budget documents and prepare department purchase requisitions and vendor invoices
Create and manage Purchasing Orders for multiple departments. Liaise with Finance team to ensure successful completion of payment process
Complete expense reports and reconciliations and confirm payments.
Secure visa or other necessary travel documentation
Initiate telecommunications and oversee logistics for conference calls and videoconferences
Develop high quality materials for meetings and other high-level summits (using PowerPoint presentations, Word documents, and Excel spreadsheets)
Providing administrative support on various projects using tools including WebEx and Dropbox
Taking a lead part in organizing dinners, conferences and offsite meetings for the senior executives
Ensure all documents and materials submitted to or produced by the senior executives are high quality, error-free, and aligned to organization standards
Establish and maintain policies and operating procedures for the department; complete action items on behalf of the senior executives, such as completing time-off approvals for his direct reports
Collaborate with and adjust to senior executives’ style, work patterns, and schedule
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Order and maintain office supplies and snacks for staff; order phone equipment for new hires and follow-up on equipment requests
Participate in HR Admin meetings and assist in coordination and execution of company events.
The responsibilities associated with this position are not limited to the above description and may be modified at any time by the Company.
Qualifications/Requirements
Basic Qualifications
2+ years of related experience in executive administrative support, including working with senior staff, managing multi-city and international travel, and working in a professional office environment
Bachelor’s degree required
Intermediate to advanced proficiency in all MS Office: Word, PowerPoint, Excel, Outlook required
Eligibility Requirements
Interested candidate must submit a resume/CV through Company website to be considered
Must be willing to work in Coral Gables, Florida
Must be willing to submit to a background investigation
Must be 18 years or older
Must have unrestricted work authorization to work in the United States
Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program
Desired Characteristics
Bilingual: English/Spanish, both oral and written
US Corporation and Entertainment industry experience highly desirable
Ability to work effectively in a team environment as well as independently
Excellent communication skills including written, verbal, listening, and presentation
Very high level of organizational and time management skills required, capable of handling multiple projects and sensitive and/or important issues simultaneously
Creative problem-solver; good judgment and analytical skills; political savvy
Willingness to ask questions rather than just follow directions is required
Demonstrated ability to deliver consistent, reliable, accurate results
Must be self-directed, demonstrate a high level of initiative, able to work independently, demonstrate an impressive work ethic, have a strong personal presentation, and anticipate needs
Flexible work schedule