Administrative Assistant, Global Publicity

Job Description

Administrative Assistant III, Global Publicity (MPG)

The Motion Picture Group Global Publicity team oversees global press strategy, talent and filmmaker communications, and events and activations across multiple film projects. We are searching for an Administrative Assistant III to support a Senior Vice President. This position will play an integral role in the day to day operations of the Global Publicity team. The new hire will assist with administrative tasks, day to day correspondence, press and event coordination, brainstorming new ideas and working across multiple departments.

Administrative Assistant III (MPG)
• Assists with daily administrative duties including answering phones, drafting memos, expense reports, scheduling meetings, updating binders, charts and overall film documents
• Arranges travel, accommodations, and ground transportation for the pod lead
• Assists with filmmakers - facilitating their requests, approvals, itineraries, travel, accommodations, grooming (negotiations and deal memos), and budget
• Oversees select below-the-line talent - facilitating their requests, approvals, itineraries, travel, accommodations, grooming (negotiations and deal memos), and budget
• Assists with talent (on an as needed basis) including their itineraries, travel, accommodations, grooming (negotiations and deal memos), and budget
• Responsible for booking all global press travel (with coordinator)
• Maintains and builds relationships with select press outlets to secure interview, feature and review coverage
• Oversees screenings in Los Angeles and in the field
• Books screenings/theaters/security
• Screening invites/RSVP's/check-in (with coordinator and publicists)
• Handles print trafficking
• Manages screening link requests
• Collects and organizes press reactions (with coordinator and publicists)
• Maintains Los Angeles screening budget
• Assists with sending screening links to international press and collecting reactions (with coordinator)
• MPAA screening contact
• Budgets
• Oversees the budget breakdown and manages all PO's for pod's films
• Submits invoices and handles payment queries
• ProCard management
• Assists on-site at premieres, press junkets, field activations, screenings, and other global campaign events, often escorting high-profile talent and filmmakers
• Assists with awards submissions, guild screenings, logistics for awards events, and awards budgets
• Creates, updates, and distributes (both internally and externally) overall film documents such as the campaign publicity strategy memo, film bibles/contact lists, key dates memos, global film marketing campaign calendars, and approved quote sheets
• Assists department in tracking, compiling, and distributing reviews
• Manages breaks, obtaining approvals by publicists/VP and distributing to executives/filmmakers
• Sends talent and filmmaker appearance tune-ins
• Creates and designs filmmaker presentations
• Assists with press sentiment reports for casting announcements, poster debuts, trailer launches, and additional news involving our films
• Script coverage
• Uploads publicity documents to Microsoft Teams folders for other departments to access
• Responsible for interviewing, hiring and supervising interns each semester and distributing info to team (with coordinator)
• Arranges marketing department Start of Production meetings and works with a film's unit publicist to secure production documents (i.e. cast and crew lists, DOOD's, one-line schedules) for the department
• Participates in pod brainstorms for press strategy discussions, event and activation ideas, and content rollout plans
• Competitive research and other research projects on an as-needed basis
• Works closely with all departments including Intersectional Marketing, Digital Marketing, Media,
• Exhibitor Partnerships, National Partnerships and Consumer Products, Sony Music, etc.

Requirements
• At least one year of experience assisting an entertainment industry executive
• Strong computer skills (Microsoft Word, Excel, Outlook and PowerPoint)
• Must be willing to work long hours, ability to work a flexible schedule.
• Exceptional organizational and interpersonal skills
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be able to meet deadlines
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to revision
• Must be a self-starter with a team-player attitude
• Demonstrates high problem-solving skills and be able to proactively troubleshoot
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)
• Build and maintain relationships with other departments and cross functional groups

* Sony Pictures - CA - Culver City Area & Studios

Jobcode: Reference SBJ-g4wo51-18-222-184-162-42 in your application.