Coordinator, Creative Advertising

The Coordinator, Creative Advertising will be a vital member of the Creative Advertising department responsible for managing A/V, Print and Digital campaigns for Universal Pictures theatrical releases. As part of a dynamic and collaborative creative team, the individual in this role will report to the EVP of Creative Advertising and liaise with other employees in the department. Essential Responsibilities: Manage complex schedule of meetings communicating with numerous internal and external partners Communicate quickly with team members on multiple platforms like email, Microsoft Teams and Google Docs Organize and update a digital database of all A/V and Print advertising materials from early stages of development, through numerous revisions and finishing stages Prepare creative materials for meetings, including transcripts for A/V materials, creating PDFs for Print and any other items that may need to be prepared days ahead of time, and sometimes last minute Operate conference room systems to playback materials during meetings, ensuring the quality and consistency of these spaces by coordinating with facilities and colleagues who frequently use the shared systems Maintain records of creative materials presented in meetings, tested, shared with filmmakers and sent to executives Ensure secure transfer and communicate confidential information and materials regarding not-yet released films, following security protocols for team members and external business partners Coordinate with Creative Operations department for secure transfer of A/V dubbing and material requests Ensure timely purchase order processing of invoices from numerous external partners, ensuring accuracy of charges and tracking overall budget spend Execute SAP system working with Finance to ensure budget accuracy Handle booking travel & expense reports for EVP, Creative Advertising Manage lunch orders, visitor guest passes/drive-ons and conference room reservations when necessary