Global Publicity Administrative Assistant

This is a Full Time Job

Here at Universal’s Filmed Entertainment Group, we bring our campaigns to life by weaving innovation and creativity into our marketing strategies. The Los Angeles based Global 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 Global Publicity team, focused on supporting talent and filmmaker relations 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 and VP of Global Publicity, as well as supporting the broader team with ad hoc requests.
• Handle all aspects of accounting and finance, including vendor registration, PO creation, and reconciliation of P-Cards and invoices
• Arrange and manage all filmmaker and talent travel logistics, including commercial flights, private jets, hotels, greeters, cars, and integration into territory tour schedules
• Coordinate talent logistics for premieres, junkets, and award ceremonies, including hiring and negotiating rates with hair and makeup artists, managing hospitality, and handling talent on-site
• Create and edit talent and filmmaker schedules, ensuring accuracy and alignment with travel and event timelines
• Acquire visas for filmmakers and talent when needed, working with consulates and travel teams to meet deadlines
• Organize and staff screenings for press, talent, representatives, charities, and tastemakers, including securing tech, press lists, security, parking, and concessions
• Create, organize, and distribute press breaks, publicity reports, review summaries, and screening reactions to filmmakers and internal executives
• Compile and send out broadcast tune-ins internally and externally to filmmakers
• Manage team calendars and event documentation, including film calendars, quote docs, review docs, reaction memos, screening memos, distro lists, contact sheets, status reports, and festival documents
• Coordinate meetings and interviews, including booking conference rooms, setting up A/V, connecting phone or Zoom interviews, and distributing notes or recordings
• Create and maintain budget grids and breakdowns for assigned titles, track changes, and keep the SVP informed of film budget status
• Create and distribute embargo forms for international screenings and events, including junkets and content days

Qualifications

Basic Requirements:
• 1 years of experience in the entertainment industry
• Working knowledge of Microsoft based software: Outlook, Word and Excel
• Willingness to work evenings and weekends with short notice and be flexible with hours

Desired Characteristics
• Experience working with multiple clients, departments, etc.
• Strong written and communication skills at all levels
• Flexibility to maintain ever-changing schedules and itineraries
• Extremely detailed oriented and organized
• Able to work well under pressure and be flexible in an ever-changing environment
• 4-year college degree in marketing or related field is preferred

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