Admin. Asst., Global Special Projects

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