Administrative Coordinator, Intellectual Property

NBCUniversal; California (MO); On-site; USD 50,000 - 70,000; Full time

Job summary

NBCUniversal in Universal City, CA is seeking an Administrative Coordinator, Intellectual Property to provide executive support to the EVP and Chief Counsel across multiple global IP teams. You will manage a complex calendar, coordinate travel, video conferences, trainings, and department events, and build relationships with executives, staff, outside counsel, and vendors.

Key responsibilities include prioritizing time and travel, preparing expense reports, assisting with budget forecasting, and

Qualifications

• 2+ years of experience in an administrative support role.
• Proficiency in Microsoft Word, Outlook, Microsoft Teams, PowerPoint, and Excel.
• Experience with legal and billing database tools.

Responsibilities

• Collaborate with executive on prioritizing executive’s time and travel.
• Schedule and calendar meetings, and communicate with executive to direct inquiries to proper parties within the team.
• Make extensive travel arrangements (domestic and international) and manage unexpected changes.
• Prepare expense reports, and keep accurate and timely expense account records.
• Assist with developing annual budget forecast, and track department expenditures against annual budget.
• Assist with special projects which can include researching, helping create PowerPoint presentations and other materials, working with team members on infographics, and supporting new practice tools and other innovation initiatives.
• Coordinate intradepartmental meetings, sessions, and events by supporting offsite and team meeting planning, conference/meeting facilities, AV set-up, catering, and other logistical arrangements.
• Handle general department and facilities operations and tasks, including office and kitchen supplies.
• Perform other related duties in support of the department as requested by management.

Skills

Administrative support

Calendar management

Communication

Time management

Organizational skills

Education

Bachelor's Degree preferred

Tools

Microsoft Word

Outlook

Microsoft Teams

PowerPoint

Excel

Billing database tools

Job description

Job Description

The Administrative Coordinator, Intellectual Property will provide executive administrative and operational support to the EVP and Chief Counsel who oversees the global IP teams in California, Washington D.C., London, Singapore, and China. This position involves strong partnership with the EVP and managing a complex calendar, which includes scheduling meetings and travel, video conferences, trainings, and department events. The position further requires developing and maintaining relationships with executives and professional staff throughout NBCUniversal as well as outside counsel and vendors.

Responsibilities

• Support duties include, but are not limited to:
  • Collaborate with executive on systems to prioritize executive’s time and travel
  • Schedule and calendar meetings, and communicate with executive to direct inquiries to proper parties within the team
  • Make extensive travel arrangements (domestic and international) and manage unexpected changes
  • Prepare expense reports, and keep accurate and timely expense account records
• Assist with developing annual budget forecast, and track department expenditures against annual budget
• Assist with special projects which can include researching, helping create PowerPoint presentations and other materials, working with team members on infographics, and supporting new practice tools and other innovation initiatives
• Coordinate intradepartmental meetings, sessions, and events by supporting offsite and team meeting planning, conference/meeting facilities, AV set-up, catering, and other logistical arrangements
• Handle general department and facilities operations and tasks, including office and kitchen supplies
• Perform other related duties in support of the department as requested by management

Qualifications

Basic Requirements

• 2+ years of experience in an administrative support role
• Proficiency in Microsoft Word, Outlook, Microsoft Teams, PowerPoint, and Excel
• Experience with legal and billing database tools

Desired Characteristics

• Bachelor’s Degree preferred
• Creative problem solver, liaison, and facilitator in managing support responsibilities
• Consummate team player and collaborator
• Excellent oral and written communication, time management, and organizational skills
• Self-starter who is able to work with little supervision
• Proactive and solution-oriented, while looking for ways to add value
• Demonstrated professionalism, discretion, and experience working with highly confidential information
• Excellent interpersonal and multi-tasking skills, with ability to work well under pressure and respond to tight deadlines
• Ability to effectively communicate and collaborate with a range of people and job functions
• Demonstrated ability to anticipate the needs of the executive and team
• Experience working in a fast-paced environment
• Excellent attention to detail

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: $50,000-$70,000

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 [e-mail].

Compensation
$50,000-$50,000 per year