PR Administrative Assistant

This is a Full Time Job

Temporary Administrative Assistant - PR

We are looking to hire this temporary position immediately through December 2026. Depending on fit and performance, there may be an opportunity for the role to extend/become permanent.

We are seeking an organized, proactive Administrative Assistant to support our Global PR team, including the Global Head of PR. This role is critical to the smooth operation of the PR function and will work with other departments to ensure schedules, information flow, and team logistics are well-managed. While this position does not manage individual film or project campaigns, it plays a key role in enabling the team’s effectiveness through coordination, organization, and day-to-day support.

Candidates who can work from our NY office are preferred, but we’re open to remote work for the right candidate.

Responsibilities
• Manage complex calendar and scheduling for Global Head of PR, including meetings across time zones.
• Support overall PR team operations, working closely across all internal departments to streamline information such as team meeting coordination, scheduling, communication, travel, expenses, offsites, internal events (logistics, materials, notes), and shared documentation.
• Coordinate internal and external meetings, prepare agendas as needed, and track follow-ups and action items.
• Design, implement, and continuously improve technical tools and operational processes that drive efficiency across PR; proactively identify opportunities to streamline workflows, reduce redundancy, and evolve how information, approvals, and collaboration function long-term.
• Serve as a point of contact for scheduling and logistical needs related to PR leadership.
• Maintain up-to-date team trackers, distribution lists, quote grids, and organizational documents.
• Support with festival submissions and screening coordination, in collaboration with broader PR and distribution teams
• Help ensure messaging materials, calendars, and approvals are organized and accessible.
• Work with PR accounting to process expenses, invoices, and purchase requests related to PR operations.
• Assist with preparation of presentations, briefing documents, and internal reports as needed.
• Anticipate needs, flag scheduling conflicts, and help resolve issues before they escalate.
• Act proactively to create a more efficient environment for the team and internal departments to streamline communication and documentation.

Qualifications
• 1-3 years of experience in a coordination, administrative, or operations role
• Exceptional organizational and time-management skills, with strong attention to detail
• Proactive management with multiple priorities and shifting deadlines with a sense of urgency, while maintaining professionalism and calm demeanor
• Strong written and verbal communication skills
• High level of discretion and comfort working closely with senior leadership
• Proficiency with Google Workspace, Microsoft Office, Zoom, and collaboration tools (e.g., Slack, project trackers)
• Humble, diligent and resourceful