The Project Coordinator is a full-time position in NBCUniversal's Technology team and will provide project administrative support to the VP and Senior Director, Global Client Services. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. This individual will also be instrumental in helping to develop and manage team building and engagement activities for IT employees.
Completes a broad variety of administrative tasks. Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars
Arranges and schedules numerous meetings involving executives; maintain and update calendar; develops and maintains relationships with executive assistants throughout the company; determines importance of meeting requests and schedule accordingly; demonstrate flexibility, patience and persistence in routinely rescheduling meetings
Arranges travel and all accommodations including comprehensive and detailed itineraries; process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in timely manner
Provides a bridge for smooth communication; demonstrates leadership to maintain credibility, trust and support with senior management staff
Plan and organize special events, group meetings, corporate training, team building and other employee events
Responsible for the timely preparation/compilation of data/edits and distributing reports, forms, and documents.
Creates and edits presentations, agendas, spreadsheets, communications, databases, and reports
Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink
Serves as first-line of defense with the high volume of communications of phone and email
Responsible for drafting and editing correspondence
Responsible for developing and maintaining efficient and accurate record keeping/filing systems
Manages general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.
Manages special projects as designated and assist other department members as necessary and acts as back up for other assistants on team
Manage department files, including electronic document systems, intranet web sites, wikis, and web-based project management tools
Communicate with direct reports including directors, and managers for various requirements and maintain confidentiality as necessary
Coordinate on-boarding and off-boarding employees and consultants, including hardware installation request/repair, space planning, etc.
Coordinate employee desk and office moves
Manage team vacation/personal day calendar
Process invoices send for payment
Create New Vendor requests for PO creation
Assist Directors with travel arrangements, scheduling meetings, etc.,.
Perform other duties as assigned
Basic Qualifications: :
Minimum 3 years of related experience as an Administrative Assistant or related field
High school diploma is required; BA/BS degree preferred
Strong computer skills and expert knowledge of all Microsoft Office programs including PowerPoint, Excel, Word and Outlook
Excellent verbal and written communication skills, including a professional phone manner and in-person presence
Proven ability to collaborate in an administrative team environment
Desired Characteristics: :
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Forward looking thinker, who actively seeks opportunities and proposes solutions
Excellent foresight and responsiveness abilities
Highly organized and detail-oriented with the ability to perform well under pressure.
Superior organizational and administrative skills with the ability to prioritize work
Very strong interpersonal skills and the ability to develop and maintain good working relationships with staff, executive team, external partners, etc.
Attention to detail and demonstrated initiative; self-starter who is organized with strong decision-making capability and emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Naturally energetic, enthusiastic and engaging interpersonal style
At NBCUniversal, we believe in the talent of our people. It’s our passion and commitment to excellence that drives NBCU’s vast portfolio of brands to succeed. From broadcast and cable networks, news and sports platforms, to film, world-renowned theme parks and a diverse suite of digital properties, we take pride in all that we do and all that we represent. It’s what makes us uniquely NBCU. Here you can create the extraordinary. Join us.
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. NBCUniversal will consider for employment qualified applicants with criminal histories in a manner consistent with relevant legal requirements, including the City of Los Angeles Fair Chance Initiative For Hiring Ordinance, where applicable.