Administrative Assistant, Global Publicity

This is a Full Time Job

The Los Angeles Publicity team is seeking an Administrative Assistant who is passionate about film and entertainment and eager to thrive in the fast-paced, exciting world of publicity.

This role is an integral part of the publicity function, with a focus on supporting the Talent Relations team and helping bring various elements of marketing campaigns to life.

The Administrative Assistant will be responsible for managing schedules, coordinating meetings, and handling travel arrangements for the SVP of Global Publicity, as well as responding to ad hoc requests across the team.
• Handle all aspects of accounting and finance, including vendor registration, creating POs, and reconciling P-cards and invoices
• Arrange all filmmaker and talent travel, including commercial flights, private jets, hotels, greeters, and cars; maintain travel grids
• Hire glam teams and negotiate rates for filmmakers and talent
• Create and edit talent and filmmaker schedules
• Add travel, cars, and greeters to territory tour schedules
• Acquire visas for filmmakers and talent as needed
• Organize and staff screenings for press, talent/representatives, charities, and tastemakers, including securing tech, press lists, security, parking, and concessions
• Manage talent at premieres and award ceremonies; staff hospitality at junkets and content days
• Organize, collect, and distribute press breaks to filmmakers
• Compile and send out broadcast tune-ins internally and externally to filmmakers
• Create, maintain, and distribute team calendars, event and festival documents, film calendars, quote and review documents, reaction and screening memos, distribution lists, contact sheets, status reports, and publicity reports
• Prepare outline decks for filmmaker presentations
• Support the broader PR team by coordinating meetings and conference calls, booking rooms, and setting up A/V when in office
• Create and manage budget grids for assigned titles; track changes and keep the SVP informed of budget status
• Create and distribute embargo forms for international screenings and events (e.g., junkets, content days)
• Create, review, and distribute territory review reports and reactions to filmmakers and executives
• Coordinate phone interviews with talent and filmmakers as needed

Qualifications
• 1 year of experience in the entertainment industry
• Working knowledge of Microsoft based software: Outlook, Word and Excel

Basic Requirements:
• Willingness to work evenings and weekends with short notice and be flexible with hours

Desired Characteristics
• Experience working with multiple clients, departments, and teams
• Strong written and verbal communication skills across all levels
• Flexible and able to manage constantly changing schedules and itineraries
• Extremely detail-oriented and highly organized
• Able to perform well under pressure and adapt in a dynamic environment
• Bachelor's degree in marketing or a related field preferred