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

Hybrid : This position has been designated as hybrid, which currently requires contributing from the office a minimum of three days per week. Beginning January 5, 2026, hybrid employees will be required to work from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.

This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website.

Salary range: $47,000-60,000 (paid hourly, not bonus eligible)

Additional Information

As part of our selection process, external candidates may be required to attend an in-person interview with an NBCUniversal employee at one of our locations prior to a hiring decision. 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.

NBCUniversal will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, where applicable.

If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to AccessibilitySupport@nbcuni.com.