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Administrative Assistant
NBC Universal
Universal City, CA, United States
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About Us
NBCUniversal is 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. NBCUniversal 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, and world-renowned theme parks. NBCUniversal’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.
Responsibilities
Role Summary:
This Administrative Assistant is a key member of the creative Film Music team reporting primarily to the Vice President of Film Music and secondarily to the Directors of Film Music & Music Production. This Administrative Assistant will be working in a fast paced, demanding work environment and be responsible for maintaining a smooth workflow for various key members of the Film Music team.
Essential Responsibilities:
Heavy phone management, roll calls, provide notes for calls as requested
Maintain & coordinate schedules for the members stated above, compile & submit expense reports, create reports & materials for meetings
Coordinate executive, project & scoring related travel, organize & file contracts and other administrative duties as needed
Liaise daily with colleagues at record labels, publishers, music management companies, talent agencies, etc.
Assist project executives as needed with music research projects & music searches & collection of outside music submissions
Research song information to complete clearance forms for licensing department
Coordinate and distribute scripts, subsequent drafts/pages to department
Assist in maintaining internal & external department distribution lists
Work synergistically with other team members in maintaining and updating the department’s new music drive
Help maintain film music budgets (source & score production) and song breakdown reports. Cross reference cost reports and ensure all invoices are properly input in music budgets
Assist in the processing & tracking of invoices
Assist with day-to-day administrative needs of the Back Lot Music team
Assist with distribution and coordination of scoring session details
Maintain inventory of office supplies & shipping materials on a weekly basis
Assist in department soundtrack mailings
Qualifications/Requirements
Basic Qualifications:
Proficient in Microsoft Word, Excel & Outlook
iTunes and Mac proficiency
Minimum of 2 years administrative experience ideally in the music for film or television industry
Excellent organizational skills and strong attention to detail is a must
Eligibility Requirements:
Interested candidates must submit a resume/CV online to be considered
Must have unrestricted work authorization to work in the United States
Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program
Desired Characteristics
Ability to multi-task, work & prioritize tasks in a fast-paced, high stress office
Strong verbal and written communication skills; the ability to communicate effectively to all levels of employees and management
Personable, team-oriented; have the ability to work with a variety of different personality-types
Experience and knowledge of the music industry
Proven ability to exercise discretion and integrity
High attention to detail, organized and able to meet tight deadlines
Self starter, punctual
Accountable; takes ownership and pride in their assignments and day-to-day tasks
Bachelor’s degree strongly preferred