Admin. Assistant, Global Publicity

Here at Universal’s Filmed Entertainment Group, we bring our campaigns to life by weaving innovation and creativity into our marketing campaigns. 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 managing schedules, coordinating meetings and handling travel arrangements for the SVP, Global Publicity as well as ad hoc request across the team. Handle all aspects of accounting/finance (including vendor registration, create POs, reconcile p-cards and invoices) Arrange all filmmaker and talent travel/travel grids (including commercial flights, private jets, hotels, greeters and cars) Hire and negotiate rates with glam artists for filmmakers and talent Create and edit talent/filmmaker schedules Add travel/cars/greeters to territory tour schedules Acquire visas for filmmakers/talent when needed Organize and work screenings for press, talent/rep, charity and tastemakers, including securing tech, press list, security, parking and concessions Manage talent at premieres and award ceremonies and 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 & festival documents, film calendars, quote docs, review docs, reaction memos, screening memos, distro lists, contact sheets, status reports and publicity reports Prepare filmmaker deck outline for filmmaker presentation decks Support the greater PR team in coordinating meetings and conference calls, booking conference rooms and meeting setup (A/V etc.) when in office Create the budget grid and breakdown for your team’s titles, keep track of changes and keep SVP apprised of film budgets Create and distribute embargo forms for international screenings + events (junket, content days, etc.) Create, review and distribute territory review reports and reactions to filmmakers and executives Connect phone interviews with talent and filmmakers as needed