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Job Description The Administrative Assistant for the CW Food department is responsible for providing overall administrative support to the CW Food Director and Management team.
Manage complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars. Determine importance of meeting requests and schedule accordingly. Handle heavy call volume and acts as back up for the CityWalk Operations administrative assistants as necessary. Perform basic administrative tasks, e.g., photocopying and filing. Maintains proper recordkeeping and filing system for all work. Order and manages office supplies/inventory for team. Distribute department mail; maintain department calendar and attendance records. Compose and type routine e-mail and other correspondence. Coordinate travel schedules and arrangements. Collect required travel documentation, prepares and processes expense reports ensuring adherence to established travel policy guidelines; ensure the timely processing of expenses utilizing the latest T&E electronic process for payment to corporate credit cards. Provide administrative support for various projects, including preparing PowerPoint and other presentation materials as requested by management. Maintain contact lists and meeting attendee email groups. Coordinate and record notes for staff meetings, employee functions, conferences, and client meetings as necessary. Coordinate visitor requests with Parking and Security. Assist in new hire onboarding (mobile ordering, network drive access, id badge generation, name plates, desk set-up, etc.). Coordinate maintenance of office equipment with appropriate vendors. Maintain general suite order and cleanliness. Support venues & shared services with menu updates as needed. Code and process invoices for department including tracking and troubleshooting any payment issues. Work closely with CW Food Finance Mgmt. Team in budget pacing and reporting. Process new vendor set up requests (Domestic and International). Initiate and close out IT & Tech Services requests. Request quotes and fulfill wardrobe/uniform orders for Culinary Mgmt. team. Support CityWalk Field Operations as needed. Compile online Yelp and other comments/reviews report and distribute weekly & monthly to appropriate parties. Maintain and update Department Schedule. Request quotes and fulfill smallware's orders for all O&O venues on CityWalk. Perform other related duties as requested by Management & CityWalk Shared Services. Qualifications Basic Requirements: High School Diploma/GED and minimum of 2 years of experience in an Administrative Assistant capacity in increasingly responsible roles. Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Knowledge of all basic office equipment required. Must be willing to work in Universal City, CA. Must be willing to submit to a background investigation. Must have unrestricted work authorization to work in the United States Must be 18+ years or older. Must be covered by Solutions, NBCU's Alternative Dispute Resolution Program. At least 2 years of experience in the food and beverage industry. Desired Characteristics: Previous experience supporting a senior executive strongly preferred. Excellent organizational, verbal, and written communication skills. Demonstrated ability to work with all levels of employees and management, and willingness to give assistance to co-workers in other areas. Strong team player. Pleasant, professional attitude and personality. Strong time management skills and a demonstrated ability to work independently under pressure and meet tight deadlines. Ability to multi-task and be flexible is essential. Ability to work with and maintain confidential information. Self-starter with ability to follow through with minimal supervision. Proficient in Illustrator / InDesign / Photoshop, a plus. Additional Requirements: Required On-Site : This position is required to be performed full-time from an NBCUniversal-designated worksite. This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website. Salary range: $24.00-$26.00
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