Administrative Assistant, Litigation

NBCUniversal; California (MO); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

401(k)

Paid leave

Tuition reimbursement

Discounts and perks

Job summary

NBCUniversal is seeking an Administrative Assistant to support the West Coast Litigation Team in Universal City, CA. You will manage calendars, coordinate executive meetings, and handle travel logistics, expense reports, and vendor invoices with discretion and professionalism.

Qualifications include 3+ years of experience and proficiency in Word, Excel, PowerPoint, and Outlook. The role offers a hybrid schedule with in-office presence four days per week and a comprehensive benefits package.

Qualifications

• 3+ years of work experience.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• College degree or High School/GED and comparable work experience.

Responsibilities

• Provide proactive administrative support for the West Coast Litigation Team, including approximately 7 attorneys, two paralegals and a risk claims manager; answer phones professionally, take/route messages as required; arrange and schedule numerous meetings involving executives at all levels; maintain and update calendar; develop and maintain relationships with executive assistants throughout the company; demonstrate flexibility, patience and persistence in routinely rescheduling meetings; arrange complex logistics for multiple-attendee and multiple-location meetings (including virtual meetings and slide presentation set-ups).
• Prepare and process corporate and p-card expense reports and reconciliations in accordance with Company policy guidelines and keep accurate and timely expense account records
• Arrange travel and all accommodations including comprehensive and detailed itineraries; process travel expenses and reimbursements
• Coordinate with facilities and IT for team needs as they arise
• Assist outside counsel with set up on electronic invoicing system; facilitate processing of invoices from outside counsel and process other vendor invoices for payment; keep detailed files of invoice related activities
• Manage bar membership and continuing legal education records for attorneys
• Occasionally assist with final preparation of litigation documents (briefs, motion papers, etc.) for filing in court; generation of Tables of Contents and Tables of Authorities, preparation of court forms and filing fees, and creation of courtesy copies for the court; electronic filing of court document; assist with document productions in response to subpoenas and discovery requests
• Simple legal research, e.g., researching and summarizing court rules, searching for court documents on PACER
• Assist with internal communications with staff and broader Legal organization
• Manage administrative and coordination aspects of special projects as designated including, planning and organizing internal events
• Handle general office and administrative tasks, including the ordering and organization of miscellaneous supplies
• Maintain strict confidentiality and professionalism along with a positive attitude

Skills

Microsoft Word

Excel

PowerPoint

Outlook

Education

College degree or High School/GED

Tools

Legal document management systems

Job description

Company Description

NBCUniversal is one of the world's leading media and entertainment companies. We create world-class content, which we distribute across our portfolio of film, television, and streaming, and bring to life through our global theme park destinations, consumer products, and experiences. We own and operate leading entertainment and news brands, including NBC, NBC News, NBC Sports, Telemundo, NBC Local Stations, Bravo, and Peacock, our premium ad-supported streaming service. We produce and distribute premier filmed entertainment and programming through our powerhouse film and television studios, including Universal Pictures, DreamWorks Animation, and Focus Features, and the four global television studios under the Universal Studio Group banner, and operate industry-leading theme parks and experiences around the world through Universal Destinations & Experiences, including Universal Orlando Resort, home to Universal Epic Universe, and Universal Studios Hollywood. NBCUniversal is a subsidiary of Comcast Corporation. Visit www.nbcuniversal.com for more information.

Our impact is rooted in improving the communities where our employees, customers, and audiences live and work. We have a rich tradition of giving back and ensuring our employees have the opportunity to serve their communities. We champion an inclusive culture and strive to attract and develop a talented workforce to create and deliver a wide range of content reflecting our world.

Job Description

Here you can:

• Provide proactive administrative support for the West Coast Litigation Team, including approximately 7 attorneys, two paralegals and a risk claims manager; answer phones professionally, take/route messages as required; arrange and schedule numerous meetings involving executives at all levels; maintain and update calendar; develop and maintain relationships with executive assistants throughout the company; demonstrate flexibility, patience and persistence in routinely rescheduling meetings; arrange complex logistics for multiple-attendee and multiple‑location meetings (including virtual meetings and slide presentation set‑ups).
• Prepare and process corporate and p‑card expense reports and reconciliations in accordance with Company policy guidelines and keep accurate and timely expense account records
• Arrange travel and all accommodations including comprehensive and detailed itineraries; process travel expenses and reimbursements
• Coordinate with facilities and IT for team needs as they arise
• Assist outside counsel with set up on electronic invoicing system; facilitate processing of invoices from outside counsel and process other vendor invoices for payment; keep detailed files of invoice related activities
• Manage bar membership and continuing legal education records for attorneys
• Occasionally assist with final preparation of litigation documents (briefs, motion papers, etc.) for filing in court; generation of Tables of Contents and Tables of Authorities, preparation of court forms and filing fees, and creation of courtesy copies for the court; electronic filing of court document; assist with document productions in response to subpoenas and discovery requests
• Simple legal research, e.g., researching and summarizing court rules, searching for court documents on PACER
• Assist with internal communications with staff and broader Legal organization
• Manage administrative and coordination aspects of special projects as designated including, planning and organizing internal events
• Handle general office and administrative tasks, including the ordering and organization of miscellaneous supplies
• Maintain strict confidentiality and professionalism along with a positive attitude

Qualifications

Basic Qualifications:

• 3+ years of work experience
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• College degree or High School/GED and comparable work experience

Desired Characteristics:

• Excellent interpersonal skills and experience as a team player with the ability to develop and maintain good working relationships with numerous executive assistants and other individuals across the company
• Previous experience as an administrative assistant in a fast‑paced environment supporting multiple people with demonstrated ability to prioritize workload
• Experience in in‑house law department(s) and/or law firm, especially in litigation setting, preferred
• Professional presence, including a professional manner over the phone, in writing, and in person, with the ability to interface with senior executives
• Solid oral and written communication skills, including attention to grammar and spelling
• Excellent attention to detail and time management skills
• Superior organizational and administrative skills, with the ability to multitask and prioritize work for multiple attorney clients simultaneously
• Exceptional computer skills (including Microsoft Word, Excel, PowerPoint, and Outlook); experience with legal document management systems; ability to learn new computer programs and systems with ease

This position currently has a hybrid schedule, which requires contributing from the Universal City, CA office a minimum of four days per week. The Company reserves the right to change in‑office requirements at any time.

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: $45,000 - $60,000

Additional Information

As part of our selection process, external candidates may be required to attend an in‑person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. 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, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.

If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to [emailprotected].