Theatrical Publicity Coordinator

This is a Full Time Job

Please note that this role is based in the United Kingdom. To enable us to meet the statutory and regulatory obligations of the United Kingdom immigration system, you must have the appropriate immigration permission needed to work and reside in the United Kingdom for the duration of the employment.

Key responsibilities

The Publicity Coordinator reports into the Executive Director of UK Publicity and provides general support to the publicity department - working across all forthcoming titles to ensure the efficient running of the press office, publicity tours, special events and the department's internal systems.

Media screenings
• Liaise with the Film Distributor's Association to book official FDA screening dates for forthcoming film releases
• Manage the invitation and RSVP process for media screenings
• Manage internal allocations at large-scale media screening events
• Book screenings at internal and external preview theatres
• Book security for internal/external screenings
• Liaise with the Sony technical department to ensure film delivery for every screening
• Work with Sony Front of House team to provide timely guest list information and updates
• Order / collect catering for select screenings/week of release screenings
• Attend media screenings and manage journalist check-ins
• Collate media reactions from press screenings and compile screening coverage reports
• Update and circulate a weekly list of screenings to the publicity team (and Awards screenings in Awards season)

Publicity materials
• Manage materials on the Sony Asset Hub – pushing new materials live on the UK site when they become approved/available
• Assist with media requests for materials
• Collaborate closely with design agencies to produce materials (e.g. screening invitations, tickets etc)

Budgets
• Raise Purchase orders, allocate costs to titles and recharge as necessary
• Track and update the publicity budgets for individual films
• Provide internal weekly budget updates
• Forecast publicity budgets for talent tours
• Add new suppliers/update supplier information in the payment system via Graphite Connect
• Work with the UK Finance team to resolve any payment queries/budget queries

Talent & film-maker tours
• Liaise with the Sony Pictures home office in LA, co-ordinating all logistics for UK talent tours
• Manage hotel bookings for visiting talent, their management, security and guests
• Keep detailed reports listing all requests for visiting tour parties/talent
• Booking and management of local hair and make-up artists (individuals or agencies)
• Liaise with the car company and book/co-ordinate all transport requirements for the duration of London tours and Premieres
• Assembling and distribution of welcome packs (to include all relevant tour documents)
• Manage luggage lists and distribution on tours – liaising with LA office and the previous/next territory on the tour
• Manage restaurant/general entertainment bookings for visiting talent parties
• Occasional filmmaker/executive handling
• Create and monitor tour budgets

UK/US press junkets
• Work with the UK travel office to book flights/transport and accommodation as needed for journalists travelling abroad
• Liaise with hotels re booking rooms for interviews and/or events and any catering requirements
• Manage the press office at London press junkets, checking journalists in and ensuring the media are available/on site as scheduled

General
• Provide administrative support to the press office
• Assist with general press office enquiries/ requests for screenings, publicity materials etc
• Monitor and respond to the Sony Press Office email address/inbox
• Manage the media monitoring agency and negotiate and track title spends
• Assist with slide creation for publicity presentations

Experience Required
• Typically, 2-3 years' public relations-related experience. Experience in film/entertainment is preferable
• Forward-thinking, helpful and enthusiastic individual
• Highly organised with excellent attention to detail
• Numerate, systems literate
• Self-motivated, proactive, resourceful and creative
• Ability to multitask
• Approachable, eloquent, outgoing, with good interpersonal communication
• Ability to remain calm and clear-thinking in pressured situations
• Flexible - prepared to work beyond standard office hours when needed
• Excellent team player

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