Coordinator, Global Publicity & Awards

The Awards Publicity Coordinator is an essential part of the Universal Pictures Global Publicity & Awards team, supporting year‑round film awards campaigns across the studio’s slate. This role blends administrative support, awards‑process coordination, campaign operations, and cross‑department workflow. Core areas include managing awards submissions, processing invoices, supporting FYC platform needs, coordinating a high volume of e‑blasts and screening/event invitations, booking theaters for FYC screenings (including arranging DCPs, security, parking, concessions, etc.), managing RSVPs, communicating with voters and partners, and ensuring campaign activity aligns with awards rules and regulations. The Coordinator also assists with screening strategy, production of campaign materials, on‑site talent logistics, and key operational tasks throughout awards season. During quieter periods, this role contributes to broader publicity logistics, stepping in to support premieres, junkets, events, and day‑to‑day department needs. This is a fast‑paced, high‑pressure role that requires strong initiative, exceptional organization, situational awareness, discretion, and the ability to represent Universal Pictures professionally with executives, talent, filmmakers, global territory teams, guilds, and industry partners. During heavy windows, working long hours, including nights, weekends, and holidays as necessary is required. Essential Responsibilities: Support the end‑to‑end awards submission process across guilds and voting bodies, ensuring accuracy within eligibility rules, timelines, and submission requirements Maintain and update FYC websites; work closely with vendors to ensure correct placement, content, and timing; monitor screening/event listings and manage RSVP flows Oversee the Universal Pictures Awards Office inbox, communicating professionally and accurately with voters, guild representatives, vendors, and selected members of the press Build, update, and help distribute FYC e‑blasts; ensure information is current, accurate, and compliant with awards guidelines Support logistics for screenings, tastemakers, receptions, and awards‑related events, including RSVPs, ticketing, seating, check‑ins, DCP/asset coordination, print needs, and on‑site execution Assist the Sr. Publicist and VP with screening strategy: drafting plans, tracking priorities, coordinating with exhibitors, guilds, and partners, and supporting tactical decision‑making Serve as an on‑site handler, both independently and alongside colleagues as needed for talent and filmmakers at screenings, Q&As, receptions, award shows, and events Work closely with international territory offices, understanding cultural nuances and communication differences to support a cohesive global awards campaign Conduct and relay relevant research in a timely manner, including industry, campaign, and awards trends; surface insights and flag developments relevant to awards strategy Jump in on general publicity logistics during quieter awards periods, supporting larger department needs such as assisting with booking talent and filmmaker travel and grooming, events, screenings, junkets, materials management, and operational workflows Take on ad‑hoc projects, last‑minute needs, and shifting priorities. No day looks the same, and the role requires quick thinking and adaptability Administrative and Team Support: Maintain up‑to‑date awards calendars, campaign trackers, screening grids, contact lists, and shared departmental resources Prepare agendas, circulate materials, track updates, and help communicate priorities in internal meetings Draft decks, presentations, and campaign documents for internal teams, filmmakers, and awards partners Process a high volume of invoices, working with vendors and Finance to ensure accurate billing, tracking, and timely payment; maintain organized financial documentation Participate in broader Publicity department meetings, initiatives, and activities; contribute positively to team culture and cross‑department collaboration. Serve as a consistent communication liaison with executives, internal teams (Publicity, Marketing, Distribution, Legal, Finance), guilds, vendors, and territory offices Professionalism & Communication: Demonstrate punctuality, dependability, and clear communication Adapt communication style to suit senior executives, talent, filmmakers, partners, and Academy/Guild members Represent Universal Pictures with poise, confidentiality, and a high level of service Maintain professionalism under pressure and navigate sensitive situations with discretion Utilize professional and respectful language in all internal and external communications