Administrative Assistant, Film Music Creative and Production

Company Description

NBCUniversal owns and operates over 20 different businesses across 30 countries including a valuable portfolio of news and entertainment television networks, a premier motion picture company, significant television production operations, a leading television stations group, world-renowned theme parks and a premium ad-supported streaming service.

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Role Summary

Job Description

This Administrative Assistant is a key member of the creative Film Music team reporting to the Senior Vice President of Film Music and Vice President of Film Music Production. This Administrative Assistant will be working in a fast paced, demanding work environment and be responsible for maintaining a smooth workflow for various key members of the Film Music team.

Essential Responsibilities

• Heavy phone management, roll calls, provide notes for calls as requested
• Maintain & coordinate schedules for the members stated above, compile & submit expense reports, create reports & materials for meetings
• Coordinate executive, project & scoring related travel, organize & file contracts and other administrative duties as needed
• Liaise daily with colleagues at record labels, publishers, music management companies, talent agencies, etc.
• Assist project executives as needed with music research projects & music searches & collection of outside music submissions
• Research song information to complete clearance forms for licensing department
• Coordinate and distribute scripts, subsequent drafts/pages to department
• Assist in maintaining internal & external department distribution lists
• Work synergistically with other team members in maintaining and updating the department’s new music drive
• Help maintain film music budgets (source & score production) and song breakdown reports
• Ensure all invoice amounts and details are properly reflected in music budgets and filed in their respective project folders
• Assist with vendor set-up and follow up with vendors and accountants as needed to ensure payments have been made
• Route invoices for payment
• Track costs in Music Budgets
• Send SAG/AFTRA singer session reports and corresponding paperwork to accounting for processing
• Assist with creating and updating internal documents
• Vet and route all AFM New-Use claims

Qualifications

Basic Qualifications:

• Proficient in Microsoft Word, Excel & Outlook
• iTunes and Mac proficiency
• Minimum of 2 years administrative experience ideally in the music for film or television industry
• Excellent organizational skills and strong attention to detail is a must

Eligibility Requirements

• Interested candidates must submit a resume/CV online to be considered
• Must have unrestricted work authorization to work in the United States
• Must be covered by Solutions, NBCU’s Alternative Dispute Resolution Program
• Must be willing to adhere to all Company COVID-19 workplace safety policies and protocols.
• In select work settings or where jurisdictionally mandated, must submit an attestation disclosing your COVID-19 vaccination status and be fully vaccinated against COVID-19 or adhere to enhanced protocols.

Desired Characteristics

• Ability to multi-task, work & prioritize tasks in a fast-paced, high stress office
• Strong verbal and written communication skills; the ability to communicate effectively to all levels of employees and management
• Personable, team-oriented; have the ability to work with a variety of different personality-types
• Experience and knowledge of the music industry
• Proven ability to exercise discretion, integrity and judgement
• Follows Instructions/direction
• Self starter, punctual
• Accountable; takes ownership and pride in their assignments and day-to-day tasks
• Bachelor’s degree strongly preferred
• High attention to detail, organized and able to meet tight deadlines

Salary range: $45,000-$55,000: not bonus and Long-Term Incentive eligible

Additional Information

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 in a manner consistent with relevant legal requirements, including the City of Los Angeles Fair Chance Initiative For Hiring Ordinance, where applicable.

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