Global Special Projects & Events Coordinator

This is a Full Time Job

Here at Universal’s Filmed Entertainment Group, we bring experiences to life by leveraging creativity with execution.  Our events are bold, daring and raise the bar for industry standards.  Dare to dream big!  The LA-based Global Special Events & Projects team is looking for a dynamic coordinator who is overly passionate about details, documents, and logistics.  We are a fast-paced, tightknit team that strives to always outdo ourselves.  We work alongside the entire LA NY Publicity team along with multiple divisions within marketing to bring our events to life.  The Coordinator, Global Special Projects & Events will be on the front lines of both our marketing campaigns and Awards Events, executing across all Universal titles.

We are looking for a well-organized and experienced coordinator to join the Theatrical Publicity Special Projects & Events team.  The individual in this role will help with the logistics, planning and the coordination across all titles and awards events.

Essential Responsibilities
• Support administrative duties for SVP (calendar, travel, phones, expenses, meeting requests)
• Manage vendor creation, payments and P-Card transactions
• Lead for all executive communication:
• Create, track and manage internal executive guest lists for premieres and awards events
• Send invitations and manage all RSVPs and communication with executive offices
• Point person for all correspondence to outside executive teams
• Event Elements:
• Lead for all travel and hotel arrangements
• Track, manage and coordinate all parking and ground transportation needs – talent, filmmakers, guests, staff and production - for both premiers and all awards events
• Draft talent schedules when needed
• Draft general guest and executive confirmation letters
• Create staffing sheets, communications to staff and set premiere meetings for staff
• Create and print table tents for all filmmaker receptions/awards events
• Prep Will Call – print labels, sort tickets, stuff tickets, alpha Will Call
• Manage all auction certificates and database logging follow through
• Confirm with outside departments events calendar (i.e., Publicity, Digital, Distribution, Security, Post-Production)
• Team liaison for lunch, PTO, birthdays, calendar, office supplies, messengers, scheduling
• Run point on select Awards Guild Shows, acting as the liaison between the nominees and the show staff
• Plan and execute tastemaker screenings/Q&As for agencies during awards season
• Arrange talent/filmmaker transportation as needed
• Facilitate print requests
• Select catering, hire photographer and source one sheets
• Assist with additional events as needed (i.e. department toasts, dinner parties, etc.)

Qualifications
• 2 years of experience in studio, agency or network events
• Proficient in Microsoft Outlook

Eligibility Requirements:
• Interested candidate must submit a resume/CV through www.nbcunicareers.com to be considered
• Must have unrestricted work authorization to work in the United States
• Must be willing to work in Universal City, CA
• Flexible to working beyond conventional office hours, including nights and weekends

Desired Characteristics
• Strong sense of urgency
• Detail oriented
• Ability to multitask
• Calm under pressure
• possess strong oral and written communication skills, superb phone and email demeanor
• possess excellent organizational skills and ability to prioritize projects while meeting deadlines
• Ability to cultivate strong relationships internally and externally
• Ability to go with the flow in a dynamic and ever shifting work environment

Additional Requirements:

Hybrid: This position has been designated as hybrid, generally contributing from the office a minimum of three days per week.

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: $55,000.00 - $58,000.00 (not bonus eligible)

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