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Administrative Assistant
NBC Universal
Universal City, CA, United States
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About Us
NBCUniversal is one of the world’s leading media and entertainment companies in the development, production, and marketing of entertainment, news, and information to a global audience. NBCUniversal owns and operates a valuable portfolio of news and entertainment television networks, a premier motion picture company, significant television production operations, a leading television stations group, and world-renowned theme parks. NBCUniversal’s policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.
Essential Responsibilities:
General Administrative Work
Expenses: Responsible for submitting and reconciling expenses for two team executives
Coordinating meetings and conference calls, booking conference rooms and meeting setup (A/V, food, etc.)
Answer department phones, flagging media requests and handling basic requests that do not require executive involvement
Mailings: Responsible for coordinating all product mailings with fulfillment house.
POs: Responsible for opening all POs ensuring invoices are paid in a timely fashion.
Invoices: Responsible for processing and securing executive approvals for all submitted invoices.
Department Purchasing Card: Responsible for reconciling department P-card
Product Ordering: Responsible for ordering all product (new release, TV, catalog, acquisitions) for press mailings.
Asset Requests & Trafficking: Liaise with both Creative and UPCO to order film masters, bonus features, TV spots and trailers for various publicity initiatives such as screenings, film festivals, clip reviews, sports promotions, Digital media partnerships and more. Also responsible for ensuring that appropriate assets are uploaded to press sites and EPK.tv (the main distribution site for broadcast media).
Travel Coordination
Itineraries: Draft itineraries for global publicity efforts
Transportation: Responsible for overseeing all aspects of transportation for both talent and journalists. This includes booking 15 or more flights and cars at once for media, talent and staff attending a press trip.
Publicity Reports: Assist Vice Presidents in collecting/coordinating assets and compiling documents often exceeding 30 pages in length; distributed internally to executive staff and externally to film partners
Electronic Press Kits: Work hand-in-hand with project executives to identify film clips for global needs, including press, brand, digital, retail and international requests. Work with executives on necessary edits and distribution.
Press Releases: Responsible for first drafts of all media advisories; duties include coordinating with marketing on key details, routing releases through all channels for approvals and setting up national distribution via PR Newswire.
Qualifications/Requirements
Basic Qualifications:
Familiarity with top media resource database systems including Burrelles, Lexis-Nexis, Cision or Baseline.
Experience with Microsoft Word, Excel and Power Point required.
Excellent verbal and written communication skills.
Flexibility to work overtime as the needs of the business dictates.
Experience in booking talent-related activities including travel and accommodations.
Experience in supporting publicity events including press junkets, home entertainment events, conventions, radio and satellite media tours.
Experience and working knowledge in dissemination of press materials.
Working knowledge of Photoshop and Image Ready.
Eligibility Requirements:
Interested candidates must submit a resume/CV online to be considered
Must have unrestricted work authorization to work in the United States
Must be willing to join Local OPEIU L174 Union