Admin. Asst., Global Special Projects

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 global theme park destinations, consumer products, and experiences. We own and operate leading entertainment and news brands, including NBC, NBC News, NBC Sports, Telemundo, NBC Local Stations, Bravo, and Peacock, our premium ad-supported streaming service. We produce and distribute premier filmed entertainment and programming through our powerhouse film and television studios, including Universal Pictures, DreamWorks Animation, and Focus Features, and the four global television studios under the Universal Studio Group banner, and operate industry-leading theme parks and experiences around the world through Universal Destinations & Experiences, including Universal Orlando Resort, home to Universal Epic Universe, and Universal Studios Hollywood. NBCUniversal is a subsidiary of Comcast Corporation. Visit www.nbcuniversal.com for more information.

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.

Job Description

The Administrative Assistant will provide high-level administrative and production support reporting to the Senior Vice President, Global Special Projects & Events, within Universal Pictures Theatrical Marketing. This role plays a key part in the planning and execution of premieres, special events, and global marketing initiatives for Universal’s feature films. The ideal candidate is a proactive problem-solver, detail-oriented, and thrives in a fast-paced, creative environment.

Essential Responsibilities:

Event Planning & Execution:

• Support all aspects of film premieres, awards events, and special project planning, including logistics, vendor coordination, and on-site execution
• Duties include, but are not limited to:
  • Coordinate with the talent relations team regarding Term Deal event invitations
  • Compile film contact sheets for use in premiere invitations
  • Manage talent and filmmaker travel, including flights, hotels, and transportation for premieres
  • Create and order all printed materials: invitations, tickets, badges, limo passes, and concession signage
  • Create talent and filmmaker schedules as needed
  • Coordinate guest parking logistics for events
  •  Prepare event confirmation letters for guests, executives, and talent/filmmakers
  •  Create, manage, and distribute staffing sheets for each event, along with a credential ID sheet
  •  Manage supplies needed for day-of event executions

Administrative and Departmental Support:

• Provide support to the Senior Vice President, and Vice President on the team
    with the following:
  • Reconcile expense reports and Procurement Card each month
  • Book flights, hotel, and car transportation
  • Procurement Card each month
  • Manage the Senior Vice President, Global Special Projects & Events phone line
• Support the team by setting meetings, managing internal master calendars, taking notes, placing lunch orders, and handling administrative tasks as needed
• Maintain a log of charity auction winners and fulfill obligations within a designated time frame
• Track industry events for research and learning purposes
• Create and update weekly decks for leadership meetings
• Support the team during Awards Season with a variety of responsibilities and tasks

Qualifications

• 1+ years of experience working in an administrative capacity (experience in the events field preferred)
• Proficient in Microsoft 365

Basic Requirements:

• Ability to perform physical tasks related to event setup, including lifting, carrying, and standing for extended periods
• Availability to work overtime and extended hours as needed for premieres, special events, screenings, and awards ceremonies

• Desired Characteristics:

• Detail-oriented with excellent organizational skills and the ability to multitask and prioritize projects while meeting deadlines
• Strong oral and written communication skills, with professional phone and email demeanor
• Strong sense of urgency
• Ability to cultivate strong relationships internally and externally
• Flexible and adaptable in a fast-paced, ever-changing work environment
• Bachelor’s degree