Job Description

Responsibilities include, but are not limited to:

• Manage heavy and complex schedules, coordinating calls and meetings with internal and external parties utilizing multiple calendars; keep attorneys on schedule; demonstrate flexibility, patience and persistence in routinely rescheduling calls and meetings
• Arrange complex logistics for multiple-attendee and multiple-location meetings (including Telepresence and slide presentation set-ups); coordinate audio/visual needs for meetings; attend and take notes as requested by attorneys
• Accurately process and track legal work, including uploading documents into various databases and management systems and updating status charts and tracking reports
• Draft, type, edit and distribute simple legal documents, project reports, letters, memos, presentations, spreadsheets, emails and other documents
• Assist attorneys with redlining of agreements as well as finalizing execution copies for signature and coordinating counter-signature(s)
• Support matter intake, including opening and closing of legal matters/cycles in relevant database.
• Conduct initial review of certain agreements or forms, and other template-based agreement, escalating issues as appropriate to attorneys.
• Maintain and update attorney bar membership, CLE credits and other licensing requirements.
• Maintain strict confidentiality and professionalism along with a positive attitude
• When in office, provide professional phone coverage at all times, take messages as required and deliver to attorneys in a timely manner
• Coordinate team-wide meeting agendas and distribute meeting notes
• Arrange travel and accommodations including comprehensive and detailed itineraries
• Prepare and process expense reports, reimbursements and reconciliations in accordance with Company policy guidelines; process outside counsel and other legal-related invoices
• Handle general office and administrative tasks, including the ordering of miscellaneous supplies
• Manage administrative and coordination aspects of special projects as designated including planning and organizing internal events
• Build and maintain internal tools and resources, including SharePoint pages, team trackers, and scheduling systems (e.g., Microsoft Bookings).
• Provide backup for other assistants on the team
• Coordinate with IT and legal operations to onboard attorneys and other legal staff and ensure system/tool access is granted or removed as needed.
• Maintain and update distro lists and severs.
• Help with new hire onboarding and train other admins as needed.

Qualifications

Basic Qualifications

• Demonstrated high-level proficiency in MS Office Suite, Zoom, Slack, Adobe Acrobat and database management
• College degree or High School/GED and comparable work experience

Eligibility Requirements

• Must be willing to work in Universal City, CA.
• Must have unrestricted authorization to work in the United States

Desired Characteristics

• Demonstrated interest in media industry or legal field

• Previous administrative support experience preferred (minimum of 3 years)

• Previous experience in employment or IP law preferred

• Maintain a positive attitude and demonstrate ability to thrive in a dynamic, fast-paced business environment

• Flexible, organized, self-starter, with excellent attention to detail – able to seek out answers and resources on own and anticipate team needs

• Superior time management skills with the ability to multitask and prioritize work for multiple attorneys simultaneously

• Strong interpersonal and communication skills, including a professional phone manner and in-person presence; experience as a team player; ability to develop and maintain good working relationships with numerous executive assistants and other individuals (e.g. executives, talent attorneys and agents, productions company counsel) and coordinate with those individuals

• Demonstrated ability to assume greater responsibility as circumstances dictate

• Strong document organization skills including the ability to quickly and accurately file and keep records

• Strong computer skills and demonstrated ability to quickly learn and adapt to new programs and technologies

• Ability to think strategically, recognize areas of opportunity and independently implement plans (seeking guidance and approval from team as needed)

** Additional Requirements**

• Hybrid : This position has been designated as hybrid, generally contributing from the office a minimum of three days per week. Subject to change based on Manager discussion or business need.
• 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 benefits 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 AccessibilitySupport@nbcuni.com.

Although you'll be hired as an NBCU employee, your employment and the responsibilities associated with this job likely will transition to Versant in the future. By joining at this pivotal time, you'll be a part of this exciting company as it takes shape.