PA to MD & Marketing Director (FTC)

This role provides comprehensive administrative and executive support to the Managing Director and Marketing Director and acts as a central point of contact for the UK & Ireland team, helping facilitate communication, coordination and engagement across the business.

The role supports the MD & Marketing Director by disseminating information, anticipating challenges, managing stakeholders, coordinating team activities and supporting ad hoc projects, whilst helping shape the culture of the UK & Ireland team.

KEY RESPONSIBILITIES

• Gatekeeper to MD & Marketing Director’s office, fielding enquires and requests, disseminating information and updating on projects
• Diary management and scheduling across time zones
• Domestic and international travel organisation
• Coordinating in-person and virtual meetings and presentations
• Processing expenses, POs and invoices
• Liaising with internal and external stakeholders of all levels including VIPs and filmmakers
• File management and maintaining contacts and distribution lists
• Ensuring smooth running of MD & Marketing Director’s offices including booking couriers, facilitating IT support, meeting and office bookings etc.
• Managing contacts and email distribution lists
• Acting as central point of contact for the UK & Eire team, helping connect teams, disseminate information and support effective communication across the business
• Building relationships across PA network and providing holiday cover for administrative tasks including arranging meetings and raising POs across the Marketing team
• Coordinating internal screenings and collating feedback
• Coordinating and managing onboarding activities, team offsites, training, recognition initiatives and social events that support engagement and culture across the team.
• Working alongside HR partners to support employee engagement initiatives and coordinating internal communications across the UK & Ireland team.
• Support on / coordinating other ad hoc events as required. Including but not limited to: premieres, guest lists, event ticketing, special screenings, BAFTA, set visits, events and experiential activations; supporting during the events as needed
• Creating and maintaining bespoke presentations​ for the Marketing team
• Arranging NDAs
• Organising internal and external Marketing sessions and conferences
• Supporting with Marketing brainstorms including organisation of rooms and catering, presentations and guest lists
• Taking minutes, tracking actions and supporting follow-up for key internal meetings.
• Occasionally required to work out of hours

PA to Managing Director & Marketing Director, Universal Pictures International UK & EIRE      

Location: London, Central St Giles (Hybrid)

SKILLS & EXPERIENCE

• Experience working as a personal assistant, preferably in a media / entertainment environment
• Demonstrates strong judgement, discretion and the ability to anticipate needs and proactively solve problems.
• Highly organised with exceptional attention to detail. Proactively and methodically plans ahead taking into account the bigger picture and anticipating needs
• Builds trusted relationships across all levels of the organisation and acts with professionalism, discretion and sound judgement at all times
• Responds effectively to urgent and last-minute changes and business demands. Manages conflicting priorities calmly and effectively to meet deadlines
• Excellent verbal and written communication skills
• Communicative and collaborative. Understands the need to work as a team and quickly builds effective relationships across all levels of the organisation including executive level
• Seeks and shares relevant information in a timely manner. Approachable but able to push back professionally when required
• Proactive and assertive. Self-governing and requiring minimum guidance. Completes tasks quickly, accurately and professionally
• Makes quick yet informed decisions. Never makes assumptions, instead checks and validates information/progress of actions
• Ability to work independently and show a strong sense of initiative
• Ability to work with confidential and sensitive information with absolute discretion
• Skilled user of Microsoft Office including Word, PowerPoint, Excel and Outlook and ability to create high-level, creative presentations
• Enthusiastic with a flexible and adaptable approach
• Excellent collaborator, team player with good people skills
• Thrives in a fast-moving and dynamic environment with frequently shifting priorities

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.

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 [email hidden].