Admin. Asst., Global Special Projects

NBCUniversal • Universal City, CA

2d • $47,000 - $60,000 • Hybrid

About The Position

The Administrative Assistant will provide high-level administrative and production support reporting to the Senior Vice President, Global Special Projects & Events, within Universal Pictures Theatrical Marketing. This role plays a key part in the planning and execution of premieres, special events, and global marketing initiatives for Universal’s feature films. The ideal candidate is a proactive problem-solver, detail-oriented, and thrives in a fast-paced, creative environment.

Requirements

• 1+ years of experience working in an administrative capacity (experience in the events field preferred)
• Proficient in Microsoft 365
• Ability to perform physical tasks related to event setup, including lifting, carrying, and standing for extended periods
• Availability to work overtime and extended hours as needed for premieres, special events, screenings, and awards ceremonies

Nice To Haves

• Detail-oriented with excellent organizational skills and the ability to multitask and prioritize projects while meeting deadlines
• Strong oral and written communication skills, with professional phone and email demeanor
• Strong sense of urgency
• Ability to cultivate strong relationships internally and externally
• Flexible and adaptable in a fast-paced, ever-changing work environment
• Bachelor’s degree

Responsibilities

• Event Planning & Execution: Support all aspects of film premieres, awards events, and special project planning, including logistics, vendor coordination, and on-site execution
• Coordinate with the talent relations team regarding Term Deal event invitations
• Compile film contact sheets for use in premiere invitations
• Manage talent and filmmaker travel, including flights, hotels, and transportation for premieres
• Create and order all printed materials: invitations, tickets, badges, limo passes, and concession signage
• Create talent and filmmaker schedules as needed
• Coordinate guest parking logistics for events
• Prepare event confirmation letters for guests, executives, and talent/filmmakers
• Create, manage, and distribute staffing sheets for each event, along with a credential ID sheet
• Manage supplies needed for day-of event executions
• Administrative and Departmental Support: Provide support to the Senior Vice President, and Vice President on the team with the following:
• Reconcile expense reports and Procurement Card each month
• Book flights, hotel, and car transportation Procurement Card each month
• Manage the Senior Vice President, Global Special Projects & Events phone line
• Support the team by setting meetings, managing internal master calendars, taking notes, placing lunch orders, and handling administrative tasks as needed
• Maintain a log of charity auction winners and fulfill obligations within a designated time frame
• Track industry events for research and learning purposes
• Create and update weekly decks for leadership meetings
• Support the team during Awards Season with a variety of responsibilities and tasks

Benefits

• This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level