About
**Executive & Administrative Support**
+ Provide high-level administrative support to the Sr. VP of Domestic Publicity, managing day-to-day priorities and workflow.
+ Manage and maintain the VP's calendar, including scheduling meetings, long-term planning, and coordinating travel.
+ Coordinate meeting logistics including room bookings, invitations, agendas, materials, and handouts via Outlook.
+ Field a high volume of phone calls, maintain an accurate phone log, and route inquiries appropriately.
+ Screen and flag priority emails and communications for the VP and relevant team members.
+ Take and distribute team meeting notes, tracking follow-ups and action items.
+ Maintain team distribution lists, office documents, and internal tracking systems.
+ Create, update, and maintain team documents and publicity tracking materials as requested.
+ Handle incoming mail, FedEx requests, and office supply orders.
**Publicity & Media Coordination**
+ Manage National Breaks distribution across publicity channels.
+ Compile and update media outlet reports and press tracking for the VP.
+ Send the Daily Buzz report covering the VP's outlets by 1:00 PM daily.
+ Lead the New York Reviews & Critics Grid, tracking media coverage and reviews.
+ Maintain and update press cheat sheets and outlet reference materials for the VP.
+ Support publicity campaigns by coordinating press screenings and media-related events.
**Screenings, Events & Campaign Logistics**
+ Book and manage New York theatrical screenings for press, talent representatives, and publicity events.
+ Coordinate RSVP management for premieres, screenings, junkets, and press events.
+ Arrange transportation logistics for campaigns, including premieres, press events, and junkets.
+ Manage event transportation and car services in New York for executives, talent, and media.
+ Coordinate hotel accommodations in New York for talent, filmmakers, and press when required.
+ Assist with domestic and international travel bookings for talent and filmmakers, including private jet requests when applicable.
**Financial & Budget Management**
+ Prepare and submit business expense reports in a timely manner.
+ Process and track New York publicity invoices and vendor payments.
+ Work with Procurement and Finance teams to process invoices and manage daily hires.
+ Serve as a point person for budget development and monitoring for publicity campaigns (junkets, tours, press events, etc.).
+ Track and manage contracts related to New York publicity initiatives.
**Basic Qualifications**
+ 1+ years of administrative experience supporting the Director/Vice President level
+ Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work and meet deadlines, make decisions and change course of action quickly
+ Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion
+ Proactively anticipate needs of SVP and manage office time efficiently
+ Ability to maintain an efficient office, files, database, and information
+ Ability to multitask and deliver under tight deadlines with a calm, professional manner
+ Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and filmmakers, as well as business unit contacts and key external partners
+ Proven competency in general administrative skills including answering the phone, filing, etc.
+ Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook for meeting requests and calendaring
+ Technologically savvy
+ Strong people skills, including the ability to work effectively as part of a team.
+ Ability to be flexible with work schedule. Overtime and weekends required.
+ Positive attitude, proactive, resourceful and flexible
+ Maintain standards of strict confidentiality with respect to all matters and documents
The hiring range for this position in New York, NY is $62,400.00 to $83,600.00 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into
Languages
- English
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