Full Time Job

Administrative Assistant, Global Publicity


Universal City, CA 09-25-2021
  • Paid
  • Full Time
  • Entry (0-2 years) Experience
Job Description

Supports global team with administrative duties, communicates and manages publicity coverage reporting, distribution lists and all document shells, organizes and oversees screenings, and assists with the coordination of publicity events and specific campaign initiatives.

• Support SVP and VP or Director with administrative duties (including phone, calendar scheduling, travel, expense reports, flag media requests and handle requests on an ad hoc basis)
• Organize and work screenings for press, talent/rep, charity and tastemakers (including securing tech, press list, security, parking, and concessions)
• Talent handle at premieres & award ceremonies and staff hospitality at junkets and content days
• Organize, collect and distribute press breaks to filmmakers
• Compile and send out broadcast tune-ins internally and externally to filmmakers
• Create, maintain and distribute team calendars, event & festival documents, film calendars, quote docs, review docs, reaction memos, screening memos, distro lists, contact sheets, status reports, and publicity reports
• Prepare filmmaker deck outline for filmmaker presentation decks
• Support the greater PR team in coordinating meetings and conference calls, booking conference rooms and meeting setup (A/V etc.) when in office
• Create the budget grid and breakdown for your team's titles, keep track of changes and keep SVP apprised of film budgets
• Handle all aspects of accounting/finance (including vendor registration, create POs, reconcile p-cards and invoices)
• Arrange all filmmaker and talent travel/travel grids (including commercial flights, private jets, hotels, greeters, and cars)
• Hire and negotiate rates with glam artists for filmmakers and talent
• Create and edit talent/filmmaker schedules
• Add travel/cars/greeters to territory tour schedules
• Acquire visas for filmmakers/talent when needed
• Create and distribute embargo forms for international screenings + events (junket, content days, etc.)
• Create, review and distribute territory review reports and reactions to filmmakers and executives
• Connect phone interviews with talent and filmmakers as needed
• Handle COVID management for your team's events (including liaising with HR and BCCM, talent/filmmaker testing)
• Working knowledge of Microsoft based software: Outlook, Word and Excel

Basic Qualifications:
• 1+ years of experience in the entertainment industry
• Working knowledge of Microsoft based software: Outlook, Word and Excel

Eligibility Requirements:
• Interested candidates must submit a resume/CV online to be considered
• Must have unrestricted work authorization to work in the United States

Desired Characteristics

Desired Characteristics:
• An individual seeking this position should have experience working with multiple clients, departments, etc.
• Strong written and communication skills at all levels
• Excellent computer skills
• 4-year college degree in marketing or related field is preferred but not required
• Flexibility to maintain ever-changing schedules and itineraries
• Extremely detailed and organized
• Able to work well under pressure and be flexible in an ever-changing environment

Jobcode: Reference SBJ-rjqozw-3-236-232-99-42 in your application.