Admin. Assistant, Global Publicity

Company Description

NBCUniversal is one of the world's leading media and entertainment companies. We create world-class content, which we distribute across our portfolio of film, television, and streaming, and bring to life through our theme parks and consumer experiences. We own and operate leading entertainment and news brands, including NBC, NBC News, MSNBC, CNBC, NBC Sports, Telemundo, NBC Local Stations, Bravo, USA Network, and Peacock, our premium ad-supported streaming service. We produce and distribute premier filmed entertainment and programming through Universal Filmed Entertainment Group and Universal Studio Group, and have world-renowned theme parks and attractions through Universal Destinations & Experiences. NBCUniversal is a subsidiary of Comcast Corporation.

Our impact is rooted in improving the communities where our employees, customers, and audiences live and work. We have a rich tradition of giving back and ensuring our employees have the opportunity to serve their communities. We champion an inclusive culture and strive to attract and develop a talented workforce to create and deliver a wide range of content reflecting our world.

Comcast NBCUniversal has announced its intent to create a new publicly traded company ('Versant') comprised of most of NBCUniversal's cable television networks, including USA Network, CNBC, MSNBC, Oxygen, E!, SYFY and Golf Channel along with complementary digital assets Fandango, Rotten Tomatoes, GolfNow, GolfPass, and SportsEngine. The well-capitalized company will have significant scale as a pure-play set of assets anchored by leading news, sports and entertainment content. The spin-off is expected to be completed during 2025.

Job Description

At Universal’s Filmed Entertainment Group, we bring our campaigns to life by weaving innovation and creativity into our marketing efforts. The Los Angeles Publicity team is seeking an Administrative Assistant who is passionate about film and entertainment and eager to thrive in the fast-paced, exciting world of publicity.

This role is an integral part of the publicity function, with a focus on supporting the Talent Relations team and helping bring various elements of marketing campaigns to life.

The Administrative Assistant will be responsible for managing schedules, coordinating meetings, and handling travel arrangements for the SVP of Global Publicity, as well as responding to ad hoc requests across the team.

• Handle all aspects of accounting and finance, including vendor registration, creating POs, and reconciling P-cards and invoices
• Arrange all filmmaker and talent travel, including commercial flights, private jets, hotels, greeters, and cars; maintain travel grids
• Hire glam teams and negotiate rates for filmmakers and talent
• Create and edit talent and filmmaker schedules
• Add travel, cars, and greeters to territory tour schedules
• Acquire visas for filmmakers and talent as needed
• Organize and staff screenings for press, talent/representatives, charities, and tastemakers, including securing tech, press lists, security, parking, and concessions
• Manage talent at premieres and award ceremonies; 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 and festival documents, film calendars, quote and review documents, reaction and screening memos, distribution lists, contact sheets, status reports, and publicity reports
• Prepare outline decks for filmmaker presentations
• Support the broader PR team by coordinating meetings and conference calls, booking rooms, and setting up A/V when in office
• Create and manage budget grids for assigned titles; track changes and keep the SVP informed of budget status
• Create and distribute embargo forms for international screenings and events (e.g., junkets, content days)
• Create, review, and distribute territory review reports and reactions to filmmakers and executives
• Coordinate phone interviews with talent and filmmakers as needed

Qualifications

• 1+ years of experience in the entertainment industry
• Working knowledge of Microsoft based software: Outlook, Word and Excel

Basic Requirements:

• Willingness to work evenings and weekends with short notice and be flexible with hours

Desired Characteristics:

• Experience working with multiple clients, departments, and teams
• Strong written and verbal communication skills across all levels
• Flexible and able to manage constantly changing schedules and itineraries
• Extremely detail-oriented and highly organized
• Able to perform well under pressure an