Executive Assistant


The Executive Assistant will provide support to the EVP, Rock Center Operations. The Rock Center Ops team includes Facilities Operations in NY and NJ, Studio Operations and Retail Operations in 30 Rockefeller Center for NBCUniversal.

Job Duties:

  • Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars
  • Arranges and schedules numerous meetings; maintain and update calendar; determines importance of meeting requests and schedule accordingly; demonstrate flexibility, patience and persistence in routinely rescheduling meetings
  • Serves as first-line of defense with the high volume of communications of phone and email
  • 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
  • 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
  • Collaborate with other EAs on our team and across the company
  • Manages general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, printing, deliveries, etc.
  • Manage department files, including electronic document systems, and intranet web sites
  • Creates and edits presentations, agendas, spreadsheets, and daily tracking reports
  • Participate in meetings, take notes and disseminate information to relevant stakeholders, including weekly email updates
  • Acts as back up for other assistants on team
  • Perform other duties as assigned and assist with special projects as needed

Qualifications/RequirementsBasic Qualifications

  • Previous experience maintaining executive’s phone, calendar, work and travel schedules using Microsoft Outlook
  • Strong interpersonal skills, including a professional phone manner and in-person presence
  • Proficient with Microsoft Office programs including Outlook, Word, and Excel with advanced knowledge of PowerPoint
  • Proficient on Microsoft 365 document sharing and collaboration tools
  • Ability to work and maintain confidential information
  • Experience taking detailed notes and extracting action items
  • Ability to understand priorities and adjust meetings and content appropriately

Eligibility Requirements

  • Interested candidates must submit a CV/resume
  • Must be willing to work in New York, NY

Desired Characteristics

  • Self-starter, who is organized with strong decision-making capability, ability to follow through without supervision and strong emotional maturity
  • Adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Superior organizational and administrative skills with ability to multi-task and prioritize work
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Must have professional polish and ability to interface with high level executives
  • Highly resourceful team-player, with the ability to also be extremely effective independently

Sub-BusinessRockefeller Center Ops

Career LevelEntry-Level

CityNew York

State/ProvinceNew York

CountryUnited States

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