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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.
Role Summary:
This Administrative Assistant role is based in Universal City and reports to the EVP, Distribution & Marketing. The position handles all in-theatre marketing executive support, with great focus on heavy scheduling, telephones, travel management and invoice processes and reconciliation.
Essential Responsibilities:
provides support to the EVP & SVP in the areas of travel, scheduling and daily needs such as implementing phone calls, conference calls and in-person meetings with exhibitors and vendors
originate, draft and oversee distribution of all exhibitor communication, notifications and accompanying documents to the internal executive team, external vendors and customers
send digital assets to In-Theatre Marketing team
supports the team director with digital asset gathering and distribution
process and track purchase orders and invoices for payment
own accounts payable responsibilities for In-Theater Marketing team
Create purchase orders, accurately code invoices, coordinate approvals, update operators and team members, and work with vendors as needed
create and maintain vender set-ups
maintain and track internal database and files for EVP
build & maintain relationships with exhibitors and vendors
work with other divisions of the company to ensure that all trailer placement requests are being met
responsible for administrative duties including heavy filing and office management (ordering department supplies, expenses, etc.)
maintains exhibitor, executive and external contact lists
updates all department databases and worksheets
Qualifications/Requirements
Basic Qualifications:
Minimum two years relevant experience.
proficiency in Photoshop, Microsoft Word, Excel, Outlook, PowerPoint and other applications.
ability to stay on task while handling significant incoming calls and requests.
ability to cultivate relationships with key staff.
understanding of and interest in all relevant social media platforms.
Eligibility Requirements:
Interested candidates must submit a resume/CV online to be considered
Must have unrestricted work authorization to work in the United States
Willingness to work overtime, and on weekends with short notice.
Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program
Desired Characteristics
Bachelor’s Degree
Basic knowledge of motion picture theatre operations
entertainment industry experience
Familiarity with Motion Picture Association of America (MPAA) ratings system and guidelines
An understanding of the role of the National Association of Theatre Owners (NATO) and its interaction with exhibitors and studios