Executive Assistant / Publicity Coordinator

Job Description

The Executive Assistant to the VP, Publicity & Communications coordinates publicity needs for the PR department, provides administrative assistance to the VP and is on the front lines for public relations. Must be very personable, organized, tech-savvy, and able to multi-task in a fast-paced environment.

Responsibilities:

Organization, Communication, and Project Management are key words for the Executive Assistant. On any given day, you might:
• Assist in managing the overall department project calendar, monitor progress and status of projects and update on a regular basis
• Assist in the coordination of major press events including press junkets, EPK and DVD special feature shoots, client visits and other major events and screenings
• Keep the department running smoothly by answering phones for the department, maintain accurate databases of phone calls/public relations contacts/interview requests/event guest lists/mailing lists, ordering supplies, mailing and shipping
• Facilitate daily workflow of VP, Publicity & Communications by maintaining calendar, scheduling meetings, handling travel, on-sight meeting logistics, etc.
• Assist project coordinators and publicists with special projects such as May 4th, Celebration, READS, etc.
• Handle press requests from Lucasfilm's website
• Assist in handling daily news reports and monitoring news breaks
• Process invoices and purchase orders for the PR department
• Respond to fan emails and letters and ships gift packages
• Maintain department storage and swag closet
• Meet and greet visitors and give tours, including VIP visits
• Process expense reports for three members of the team
• Handle all phone calls and written requests from the public
• Handle time-sensitive outreach and charity requests
• Maintain subscriptions for trade, industry, and other relevant publications

Basic Qualifications:

Skills and experience you need to be successful in this role:
• Existing public relations experience is a must – either in house or agency; entertainment experience a plus
• 3 years of experience providing administrative support or as coordinator within the public relations industry
• Demonstrated professionalism and ability to maintain the highest level of confidentiality
• Ability to handle many tasks efficiently with a high level of detail and accuracy within a fast-paced, multi-project, tight deadline environment
• Self-starter mentality; ability to build relationships with key stakeholders and network internally
• Must be proficient in the following software; Google Suite, Microsoft Office, Keynote, Adobe Acrobat
• Adobe Photoshop, Concur, and FileMaker Pro a plus
• Must be customer-focused, innovative, solution-oriented and efficient
• Must keep a positive attitude and work well under pressure and deadlines
• Ability to be proactive, resourceful and flexible
• Excellent communication skills, written and verbal
• Ability to communicate with all levels throughout the organization
• Ability to communicate with all levels of the public, including fans, press, VIP talent and representation
• Excellent organizational and follow-through skills
• Ability to type 40 WPM
• Role requires ability to work overtime
• Bachelor's degree or equivalent experience

Jobcode: Reference SBJ-g36e5g-3-21-28-69-42 in your application.