Handles a high-volume calendar, answers phones, coordinates travel arrangements, deliveries, routes file invoices/contracts, completes and submits monthly Travel & Expense reports, helps with publicity brainstorm presentations and facilitates the flow of confidential and timely information throughout the department. Assists in preparing all required memos, presentations, research, meeting agendas, notes, meeting recaps, room bookings, etc., as needed. Maintains and distributes the global publici... more details
Job Description
The Administrative Assistant, Global Publicity will fully support the EVP, Global Publicity and liaise between the Global Publicity team. The individual in this role will manage the calendar, phones, travel, expenses, contacts, filing and all administrative needs for the EVP, Global Publicity.
The Administrative Assistant will manage all Global Publicity team meetings. They will conduct and provide research to the team, assist at events such as premieres, press days and screenings and handle interdepartmental communication.
Responsibilities:
Handles a high-volume calendar, answers phones, coordinates travel arrangements, deliveries, routes file invoices/contracts, completes and submits monthly Travel & Expense reports, helps with publicity brainstorm presentations and facilitates the flow of confidential and timely information throughout the department
Assists in preparing all required memos, presentations, research, meeting agendas, notes, meeting recaps, room bookings, etc., as needed
Maintains and distributes the global publicity team master calendar and film festival calendars on a weekly basis
Manages various department responsibilities such as renewing publication memberships and subscriptions, updating contact lists, etc.
Acts as a liaison of information flow to and from the marketing department and the EVP, Global Publicity
Assists, as needed, at events such as premieres, press junkets, content days, awards related events and press screenings
Leads internal departmental offsite events as requested by the EVP, Global Publicity
Arranges screenings for film festival directors, guests and brainstorms with attendees as needed
Communicates with external consultants to book flights, hotels and cars for their travel
Works with Global Publicity team Publicists to circulate news breaks from magazines and trades that are significant to our film projects in a timely manner
Aids with talent jet bookings and greetings
Qualifications
Basic Qualifications:
1+ years of experience in the entertainment industry preferably with a background in publicity
Proficient in Microsoft Office
Eligibility Requirements:
Interested candidate must submit a resume/CV through www.nbcunicareers.com to be considered
Must be willing to work in Universal City, CA
Must have unrestricted authorization to work in the United States
Willingness to work evenings and weekends with short notice and flexible with hours
Travel and flexibility are requirements for this role
Desired Characteristics:
Confidence in working with all levels of the company
Adaptable with a think-on-your-feet mentality
Highly organized and able to own many responsibilities at once
High-level of precision, attention to detail and problem solving
Ability to maintain confidentiality and exercise discretion
Works well in a fast-paced environment
Skilled in proactively handling calendars and opposing priorities
Ability to quickly learn new things and thrive in a collaborative environment
Bachelor’s Degree in Communication
Additional Requirements:
Hybrid: This position has been designated as hybrid, generally contributing from the office a minimum of three days per week
This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website.
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