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Secretary IV, Marketing - Publicity

Apply NowApply Later Job ID 822383BR Location Burbank, California, United States Business The Walt Disney Studios Date posted Jul. 06, 2021

Job Summary:

It’s the magic of immersing yourself in a motion picture masterpiece or the spectacle of a live Broadway show. It’s hard to define and even harder to create, but that’s what we do at The Walt Disney Studios. Ours is a culture of innovation, collaboration and creativity. We raise the bar, then step over it, blazing trails through the production and distribution of world-class entertainment around the globe. If you want to help tell compelling, enduring stories through movies, music or stage plays, then we want to hear from you.

We have a few exciting Secretary IV opportunities in different departments within our Publicity team which you will find listed below. This team is responsible for the overall strategy, campaign kickoff and directive for all branded content theatrical and platform releases (Walt Disney Studios, 20th, WDAS, Pixar, Lucas, Marvel, Disney+, Hulu). They are responsible for developing the publicity strategy, working with filmmakers & talent, managing press junkets, screenings & reviews, and press coverage.


Please indicate on your cover letter which team(s) you are most interested in.

Secretary IV, EVP, Publicity
  • Manage schedule, calendar and meetings for executive
  • Ability to tactfully manage executive’s time, multi-task and communicate clearly and effectively with all team members
  • Field heavy volume of daily phone calls and maintain accurate phone log
  • Screen and flag important incoming emails to appropriate team members, manage junk email, maintain and set up email rules
  • Ability to tactfully manage executive’s time, multi-task and communicate clearly and effectively with all team members.
  • Arrange travel plans and create detailed itineraries for executive (and other executives where relevant)
  • Liaise with the offices of the Chairman, President of the Studios, President of Marketing, etc. and create/maintain executive schedules and coordinate on the ground logistics for executives on publicity global tours, conventions, film festivals and other events
  • Provide support at publicity events such as press days/junkets, premieres, and screening when necessary.
  • Handle talent/filmmaker jet requests.
  • Filing of reference materials, background and overview information.
  • Regularly correspond with external partners (agencies, internal partners and teams across the company, including internal Global Publicity Team, Pixar, Walt Disney Animation Studios, Lucasfilm and Marvel).


Secretary IV, Photo Team
  • Provides clerical assistance for the photo team including invoice processing, scheduling, special shoot details, and updating photographer contact information.
  • Organizes and sends pitch materials, packages and sends materials for presentations and talent requests, gets estimates from lab for approval, handles shredding and safe disposal of printed presentation materials.
  • Assists with photographer check in at premieres.
  • Assists coordinator with image.net uploads. Uploads images and written material to press site.
  • Organizes information for special shoots for project editors.
  • Assists project editor and coordinator with creation, watermarking and distribution of digital pitch books.
  • Attention to detail, excellent organizational skills, ability to multi-task and basic knowledge of Adobe Photoshop and Bridge required.

Secretary IV, Press Team
  • Filing of reference materials, background and overview information, as needed
  • Arrange travel for executive and for the press.
  • Manage materials for media team: image.net needs, press releases, sending out images/materials as needed to press
  • Coordinate LA screenings by booking screening room, sends staffing inquiry, circulates upcoming screening memo to team on weekly basis, manages RSVPS from inbox and publicists, sends confirmations from publicity outbox, arranges parking for guests and also works screenings.
  • Press List Management including email blast list, junket lists, all media lists, premiere lists, etc.
  • Distribute media and multicultural press breaks to the appropriate distro lists.
  • Reporting: Helps to update reports for the team to include, status reports, preview charts, Riley, campaign highlights summary reports, media value charts and enters daily breaks into master publicity report
  • Circulates premiere blasts photos following red carpets the next day and coverage recaps following premieres, events, debuts, etc.
  • Manages all of the publications for the department, circulating and ordering magazines / newspapers
  • Work press events such as premieres, junkets and long lead days.


Secretary IV, Title Team
  • Work on specific theatrical, Disney+ and Hulu titles from start of production through release, including awards.
  • Executive Desk Support, Calendars & Scheduling, Phones, Expenses, Executive Travel, Drive Ons.
  • Manage schedule, calendar and meetings for executive
  • Ability to tactfully manage executive’s time, multi-task and communicate clearly and effectively with all team members
  • Fulfill misc. talent/filmmaker requests
  • Handle Talent/Filmmaker Jet Requests with EVP office
  • Create and manage film/series specific team documents, talent and filmmaker schedules, etc.
  • Handle budget invoicing including invoice coding and daily hires
  • Manage CMC / CTA card reconciliation
  • Provide support with logistics as needed including back up help for talent and filmmaker global travel
  • Oversee cars (booking, confirming, onsite management, etc.) for all events including premieres, junkets, long lead days, appearances, conventions, etc.
  • Work press events such as premieres, junkets and long lead days.

Responsibilities:

  • Heavy meeting coordination, logistics, preparation, invitations and materials.
  • Calendar Management; coordinate travel, long range planning and day-to-day meetings.
  • Primary contact for all incoming phone calls and communications (both mail and email)
  • Partnering and working extensively with internal departments and external vendors to provide and/or receive necessary information, materials, approvals, updates, etc.
  • Supports departmental projects and executives as needed.
  • Preparation of all business-related expenses using SAP travel proxy role ensuring expense reports are completed and filed in a timely manner.
  • Other duties as required.

Basic Qualifications:

  • Proficient in PC and MAC
  • Keynote experience required
  • Excellent Computer Skills required – Strong proficiency with Microsoft Outlook, Word, Excel and PowerPoint
  • Minimum two years administrative experience at senior management level within entertainment industry
  • SAP experience
  • Demonstrated ability to prioritize, meet deadlines make decisions, change course of action quickly, flexible
  • Be able to work in a highly matrix organization (ability to work with multiple leaders; managing work demands from multiple sources)
  • Demonstrates ability to ask questions, raise concerns, effective problem solver
  • Detail oriented with the ability to maintain professionalism under pressure
  • Exceptional organizational and follow-thru skills with the ability to work on many projects simultaneously
  • Effective communicator, both verbally and written
  • Positive attitude and the ability to be proactive, resourceful and flexible
  • Strong people skills, including the ability to work effectively with other assistants and staff at all levels.
  • Team player and easy-going manner to handle varied personalities, responsibilities and assignments.
  • Detail oriented with superior organization skills.
  • Ability to be flexible with work schedule and to work overtime.
  • Passionate about entertainment, including both movies and episodic series content

Preferred Qualifications:

  • Candidate should have a strong passion for film publicity and movies and should be familiar with a variety of industry concepts, practices, and procedures, especially in publicity
  • Experience in the entertainment industry, ideally in publicity or marketing
  • Ability to troubleshoot tech issues as they arise
  • Overall working knowledge with the SAP and Concur system

Preferred Education

  • Bachelor’s Degree OR equivalent experience


About The Walt Disney Studios:

For over 95 years, The Walt Disney Studios has been the foundation on which The Walt Disney Company was built. Today it brings quality movies, episodic storytelling, music, and stage plays to consumers throughout the world. The Walt Disney Studios encompasses a collection of respected film studios, including Disney, Walt Disney Animation Studios, Pixar Animation Studios, Marvel Studios, Lucasfilm, 20th Century Studios, and Searchlight Pictures. It is also home to Disney Theatrical Productions, producer of world-class stage shows.

About The Walt Disney Company:

The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise with the following business segments: media networks, parks and resorts, studio entertainment, consumer products and interactive media. From humble beginnings as a cartoon studio in the 1920s to its preeminent name in the entertainment industry today, Disney proudly continues its legacy of creating world-class stories and experiences for every member of the family. Disney’s stories, characters and experiences reach consumers and guests from every corner of the globe. With operations in more than 40 countries, our employees and cast members work together to create entertainment experiences that are both universally and locally cherished.

This position is with Walt Disney Pictures, which is part of a business segment we call The Walt Disney Studios.

Walt Disney Pictures is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Disney fosters a business culture where ideas and decisions from all people help us grow, innovate, create the best stories and be relevant in a rapidly changing world.

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