Admin. Assistant, Global Publicity

NBCUniversal•Universal City, CA

7d•Hybrid

About The Position

The Administrative Assistant, Global Publicity will fully support the EVP, Global Publicity and serve as a liaison for the Global Publicity team. The individual in this role will manage the calendar, phones, travel, expenses, contacts, filing and all administrative needs for the EVP, Global Publicity. The Administrative Assistant will manage all Global Publicity team meetings. They will conduct and provide research to the team, assist at events such as premieres, press days and screenings and handle communication interdepartmentally.

Requirements

1+ years of experience in the entertainment industry, preferably with a background in publicity
Proficient in Microsoft Office
Willingness to work evenings and weekends with short notice and flexible with hours
Travel and flexibility are requirements for this role

Nice To Haves

Confidence in working with all levels of the company
Adaptable with a think-on-your-feet mentality
Highly organized and able to own many responsibilities at once
High level of precision, attention to detail, and problem-solving skills
Ability to maintain confidentiality and exercise discretion
Works well in a fast-paced environment
Skilled in proactively managing calendars and competing priorities
Ability to quickly learn new things and thrive in a collaborative environment
Bachelor’s degree in Communication

Responsibilities

Handle a high-volume calendar, answer phones, coordinate travel arrangements and deliveries, route file invoices/contracts, complete and submit monthly Travel & Expense reports, help with publicity brainstorm presentations, and facilitate the flow of confidential and timely information throughout the department
Assist in preparing all required memos, presentations, research, meeting agendas, notes, meeting recaps, room bookings, etc., as needed
Maintain and distribute the global publicity team master calendar and film festival calendar on a weekly basis
Manage various department responsibilities such as renewing publication memberships and subscriptions, updating contact lists, etc.
Act as a liaison for information flow between the Marketing department and the EVP, Global Publicity
Assist as needed at events such as premieres, press junkets, content days, awards-related events, and press screenings
Lead internal departmental offsite events as requested by the EVP, Global Publicity.
Arrange screenings for film festival directors, guests, and brainstorm attendees as needed
Communicate with external consultants to book flights, hotels, and cars for their travels
Work with Global Publicity team Publicists to circulate news breaks from magazines and trades that are significant to our film projects in a timely manner
Aid with talent jet bookings and greeting