Assistant, Photo Publicity

Full Time Job
We seek a highly organized, proactive, and professional individual with superb communication, excel, and strategic prioritization skills to provide financial and administrative support to the FOX Photo Publicity department. The FOX Photo Publicity team will rely on you to be an excellent team player who can multi-task in our high-paced, creative work environment. Advanced skills with facilitating payroll and coordinating department finance and budgets, proficiency using Excel, the ability to work independently and multi-task, being a self-starter, sensitivity to confidential matters, and time management skills are critical to success in this role. As the Photo Publicity Assistant, you will be the financial point person for the photo publicity department, and you will assist with the planning, setup, and execution of photoshoots. You must have very strong excel and coding skills, as well as proficiency in Adobe Photoshop, Photo Mechanic, and a creative mindset.

A SNAPSHOT OF YOUR RESPONSIBILITIES
• Point person for all billing and finance:
• Process and code all new invoices through Coupa for approval, as well as work closely with finance to resolve any discrepancies or problems with vendor payments
• Onboard all new vendors to be paid via invoice
• Provide digital BTL and Cast & Crew timecards to freelance employees, as well as be available to assist with any questions regarding the paperwork
• Work with Cast & Crew to process all timecards correctly and in a timely manner
• Review all invoices to ensure all charges are accurate
• Submit and code invoices weekly to COUPA to avoid late fees
• Track all invoices coded via Coupa and complete a flash report monthly to submit to finance
• Stay closely connected with production offices on various shows to track invoices and submit billbacks before the end of the fiscal year
• Send billbacks to studios as needed and track that the payment is submitted to FOX in a timely manner
• Photoshoot Production Support:
• Assist the photo publicists with photoshoots by filling out all required paperwork, such as credit card authorization forms and onboarding profile forms for FOX
• Onboard all new vendors prior to all gallery photoshoots
• Work with risk management to acquire COIs as needed
• Open EAs for the department prior to all photoshoots
• Handle catering orders and crafty for gallery photoshoots
• Attend gallery shoots to provide administrative assistance and gain on-set experience
• Administrative Duties:
• Schedule and confirm all weekly photo department meetings - Booking conference rooms, zoom calls, etc
• Meet with the finance department weekly to go over coding and billing for all invoices
• Track all syndication checks from Getty and work with finance to ensure it is submitted back to the photo publicity budget
• Coordinate travel and logistics for talent and the head of Photo Publicity
• Track significant dates – This includes programming, events, budgets, and billback due dates
• Handle submitting Photo Publicist expense reports
• Coordinate incoming department photo requests
• Attend weekly Photo Team meetings with SVP Publicity with the opportunity to provide creative input on photography
• Department Budget Support:
• Assist the head of photo publicity with the yearly budget – Strong excel skills

WHAT YOU WILL NEED
• Bachelor's Degree
• 1+ years experience in a network, studio, or production environment with senior-level executives
• The ideal candidate must have the ability to strategically handle multiple projects simultaneously in a fast-paced work environment while remaining deadline-oriented with attention to detail
• Production finance and accounts payable experience with the ability to communicate with vendors
• Proficiency with Adobe Photoshop, Photo Mechanic, Google Docs/Sheets/Slides, Microsoft Excel (including formulas), Keynote, Outlook, and Zoom
• A high level of professionalism and confidentiality is required
• A positive, collaborative attitude and innovative mindset
• Superb attention to detail and follow-through skills to complete deadline-intensive projects as needed
• Ability to work overtime and flexible hours as needed

#EntryLevel #EarlyCareer

At FOX, we foster a culture and environment where everyone feels welcome and can thrive. We are deeply committed to diversity, equity, and inclusion, including attracting, retaining, and promoting diverse talent across our company. We live in a diverse world, with different ideas and different perspectives that come together to spark new ideas and make great things happen. That means reflecting the diversity of the world around us is critical to our company's success. We ensure that our viewers, communities and employees feel heard, represented, and celebrated both on screen and off.

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