Administrative Associate

About Us: Universal Pictures is a leading global entertainment company that produces and distributes a wide array of films. We strive to create compelling content and experiences that excite and inspire audiences. Our dynamic team is dedicated to pushing creative boundaries and delivering outstanding entertainment worldwide. Job Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to support our Marketing team at Universal Pictures. The ideal candidate will be responsible for managing calendars, coordinating meetings, and providing administrative support for various projects. This role requires strong communication skills, the ability to handle multiple tasks, and a proactive approach to problem-solving, all within a fast-paced entertainment environment. This is a temporary position for 1 year Key Responsibilities: Calendar Management: Efficiently manage executives’ calendars, including scheduling, booking, and confirming meetings; ensuring all necessary participants are informed and prepared. Meeting Coordination: Support in planning and executing team meetings, including authorization access for vendors, booking meeting rooms, and prepare virtual connections for all assistants Documentation Support: Assist in the preparation and organization of documents and materials for project presentations, including gathering information and creating presentation materials. Note-taking: Attend meetings to take accurate notes, track action items, and follow up on deliverables, ensuring accountability and timely progress on projects. Action Item Tracking: Monitor and manage action items from meetings, providing reminders and updates to team members to ensure deadlines are met. Communication: Serve as a liaison between team members and external contacts, handling inquiries with professionalism and confidentiality. Administrative Support: In charge of vendor management process (new vendors set up, POs, payments) & purchase orders generation in SAP for the different Managers. Shipping and Logistics. Coordinate shipping logistics for film materials, working closely with shipping providers to ensure timely delivery to theaters. Warehouse management. Keep the warehouse clean and organized as well as the inventory of items updated. Delivery services and promotional items. In charge of preparing promotional item packages. Coordination with internal services and external delivery suppliers. Request and receipt of promotional items for local providers.