Global Publicity Administrative Assistant

This is a Full Time Job

The Los Angeles Publicity team is looking for an Administrative Assistant who is passionate about film and entertainment and eager to work in the fast-paced and exciting world of publicity. This role is an integral part of the publicity function that has a focus of providing support to a talent team and helps bring to life the various pieces of marketing campaigns.

This person will be responsible for managing schedules, coordinating meetings and handling travel arrangements for the SVP, Global Publicity as well as ad hoc requests across the team.

Provide day-to-day support to the SVP, Global Publicity, including managing schedules, coordinating meetings and conference calls, booking conference rooms and assisting with meeting setup, including A/V needs when in office.

Responsibilities:
• Support publicists in preparing and maintaining talent and filmmaker travel grids, including commercial flights, private jets, hotels, greeters and ground transportation.
• Support publicists in creating, maintaining and distributing talent, filmmaker and territory tour schedules for press days, junkets, premieres, awards events and tours, including travel details, car service information and greeter arrangements.
• Create, update and distribute key scheduling and campaign documents, including team calendars, event and festival documents, film calendars, contact sheets, screening memos, status reports and publicity reports.
• Organize, collect and distribute press breaks to filmmakers and executives.
• Compile and distribute broadcast tune-ins to internal and external stakeholders.
• Support accounting and finance processes, including vendor registration, purchase orders, p-card reconciliation and invoice processing.
• Create and maintain budget grids, title breakdowns and budget tracking documents.
• Track budget changes and keep the SVP updated on film budget status.
• Organize and staff press, talent/rep, charity and tastemaker screenings, including coordinating tech, press lists, security, parking and concessions.
• Support publicists with talent on-site at premieres, awards ceremonies and other campaign events.
• Support hospitality needs at junkets, content days and event activations.
• Research, hire and negotiate rates with hair, makeup and styling teams.
• Support publicists in coordinating visa needs for talent and filmmakers as required.
• Prepare filmmaker deck outlines and support the organization of campaign materials.
• Create and distribute embargo forms for international screenings and events.
• Review and distribute territory reports and reactions to filmmakers and executives.

Qualifications

Basic Qualifications
• 1-year minimum experience in the entertainment industry
• Working knowledge of Microsoft based software: Outlook, Word and Excel
• Must be able 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 detail-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

Additional Requirements:

Hybrid: This position currently has a hybrid schedule, which requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.