Coordinator, Creative Advertising

The Coordinator, Creative  Advertising will be a vital member of the theatrical Creative Advertising department.  Working as part of a dynamic, collaborative, and fast paced creative team, the Coordinator will report to the EVP of Creative Advertising, while supporting the direct team’s staff, and liaising with other employees in the department.The Coordinator, Creative Advertising will play a crucial role in providing support to both the domestic and global marketing teams, ensuring that all matters are managed in a timely and efficient manner. Essential Responsibilities:Manage complex schedule of meetings communicating with numerous internal and external partnersCommunicate quickly with team members on multiple platforms like email, Microsoft Teams and Google DocsOrganize and update a digital database of all A/V and Print advertising materials from early stages of development, through numerous revisions and finishing stagesPrepare creative materials for meetings, including transcripts for A/V materials, creating PDFs for Print and any other items that may need to be prepared days ahead of time, and sometimes last minuteOperate conference room systems to playback materials during meetings, ensuring the quality and consistency of these spaces by coordinating with facilities and colleagues who frequently use the shared systemsMaintain records of creative materials presented in meetings, tested, shared with filmmakers and sent to executivesEnsure secure transfer and communicate confidential information and materials regarding not-yet released films, following security protocols for team members and external business partnersCoordinate with Creative Operations department for secure transfer of A/V dubbing and material requestsEnsure timely purchase order processing of invoices from numerous external partners, ensuring accuracy of charges and tracking overall budget spend Execute SAP system working with Finance to ensure budget accuracyHandle booking travel & expense reports for EVP, Creative AdvertisingManage lunch orders, visitor guest passes/drive-ons and conference room reservations when necessary