5 hours

Executive Assistant & Office Coordinator, Melbourne

  • Job Code
Company NBC Universal

Job Title Executive Assistant & Office Coordinator, Melbourne

Jobid 23768-384069

Location: Melbourne, AUS

Description **Job Number** 36581BR

**Job Title** Executive Assistant & Office Coordinator, Melbourne

**Business Segment** Global Distribution and International

**Sub-Business** International Studios

**Posting Category** Administrative Support

**About Us** NBCUniversal International Studios is headed by Michael Edelstein, President, and headquartered in London. The division’s mandate is to identify and collaborate with cutting edge creative talent around the world to produce high-quality scripted and unscripted drama, comedy, entertainment and factual entertainment programmes.

International Studios has significantly expanded its stable of production companies via acquisition and strategic partnerships, and works with a range of leading and award-winning producers and production companies to develop programmes that appeal to local and global audiences.

International Studios’ UK-based production companies include: Carnival, maker of The Last Kingdom for BBC2 and creator of the Emmy and Golden Globe award-winning drama sensation Downton Abbey, one of the UK’s biggest TV exports of all time; Monkey Kingdom, which specialises in entertainment programmes and produces the hit UK reality series Made in Chelsea; Chocolate Media, a factual/entertainment production company; Lucky Giant, a comedy label and maker of the forthcoming series Quacks for the BBC; and Working Title Television, a joint venture with Working Title Films’ Tim Bevan and Eric Fellner, producer of shows such as London Spy for the BBC and You, Me and the Apocalypse for Sky.

International Studios announced the founding of Heyday Television in 2015, a joint venture with award winning film producer David Heyman (Harry Potter, Gravity, Paddington) which is intended to produce premium, long-form scripted programming for both UK and US markets.

International Studios has a first look deal with Hardy Son & Baker (led by Tom Hardy, an international film actor, and his producing partner, Dean Baker) and owns Tellycopter, a research and development resource that sits alongside its production companies.

Outside the UK, NBCUniversal International Studios owns Australia-based Matchbox Pictures, producers of critically-acclaimed drama series The Slap, and co-owns LARK Productions in Canada, producer of long-running procedural Motive and Real Housewives of Vancouver.

International Studios also operates NBCUniversal Formats – a global format sales team which represents the international rights to a broad slate of programming, including reality, lifestyle, entertainment and scripted shows produced by NBC, Bravo, E!, Oxygen, Style, Syfy, G4, Carnival, Chocolate, LARK, Lucky Giant, Matchbox, and Monkey Kingdom. 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.

**Career Level** Experienced

**Country** Australia

**State/Province** - -

**City** Melbourne


Reporting to the Production co-ordinator the role provides comprehensive support to the Melbourne office team in all aspects of business administration. To facilitate the professional and smooth-running operation of the office and act as the central point of contact for all queries internally and externally. This role would suit someone who has an interest in the Television and Film business, but has at least three years’ experience in administration.


• Oversee the general administration and daily upkeep of the office including (but not limited to) answering the main phone line, organising the post, couriers, office supplies, catering, stationary and general office maintenance.

• Providing administrative support to the Managing Director, Business and Legal Affairs Director and Finance Director including diary coordination, meeting assistance and travel arrangements.

• Manage and arrange servicing of the office with contracted partners (landlord, insurance, postage, telephone, internet service provider, newsagents, cleaners, IT, transport, security, etc)

• Ensure all defective equipment is repaired or replaced as soon as possible in an economic fashion so as not to infringe on the smooth running of the office.

• Undertake Health and Safety supervision of the office and complete reports on request and is the First Aid officer for the building.

• Be the first point of contact for all queries, internal or external

• Oversee a new office move for the Melbourne team

• Dealing with and maintaining financial records in accordance with internal requirements (such as invoices, expense claims, credit card reconciliations and petty cash).

• Register all accreditations with festivals/conferences etc for office and visiting staff.

• Arrange travel arrangements for Melbourne based staff and contractors as requested.

• Work with NBCU Employee Resource Groups to organize and coordinate staff engagement activities.

• Assist visiting staff with accommodation and travel bookings.

• Manage Work Experience and Internship requests and placements.

• On occasion, provide services to productions in various capacities.


Skills expected

• Experience of and a passion for working in a busy, multi-tasking and demanding office environment.

• Attention to detail, the ability to work speedily and accurately under pressure.

• Excellent knowledge of computer packages such as Outlook, Word, Excel, and PowerPoint

• Excellent skill in dealing with financial information – processing expenses, invoices, advances, billing etc.

• Excellent verbal and written communication skills.

• The ability to deal confidently and effectively with staff at all levels as well as external contacts, both in person and on the telephone.

• Experience of working as part of a team and dealing with a wide range of people

• Excellent organisational and administrative skills to prioritise work, meet deadlines and respond flexibly to rapidly changing priorities.

• Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

• Managing relationships – Able to build and maintain effective working relationships with a range of people.

• Flexibility - Adapts and works effectively within a variety of situations, individuals or groups.

• Motivated – able to demonstrate initiative, improve processes and problem solve

We are an equal opportunity employer, offering a great work environment, challenging career opportunities, professional training and competitive compensation. Clickto view the NBCUniversal Candidate Privacy Statement.

The NBC Owned Television Stations create and distribute engaging content that connects with a valuable audience in 10 major markets across the country. Our content platforms include: NBC Stations broadcast and COZI TV, station websites, digital out-of home, and mobile.  Through our local news operations, our lifestyle production arm LX.TV, and our local sales marketing and production teams, NBC creates content that connects communities with the people, events, and issues they care about most.

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