Publicity Assistant

Position: Publicity Assistant

Reports to: Publicity Lead

Role

This position will be responsible for supporting the Publicist on the back-end. Direction will come directly from the Publicist or Department Head, to include direction, training, and support. As a Publicity Assistant you will perform various administrative tasks, including answering emails and scheduling meetings. For this role, a strong Internet connection is required, along with experience using communication tools like Zoom and Slack. Ultimately, you should be able to handle administrative projects and deliver high-quality work under minimum supervision.

Responsibilities

1. Manage media opportunity client alerts through AE’s inbox.
2. AE Metrics - weekly (media opps & pitches nos. to the Publicist)
3. Audit File - weekly Friday & Monday to send to HD
4. Update Scorecard - (MWF - add the scorecard to daily slide)
5. Update Huddle Slides (Calendar for client calls & interview & Monthly client interview)
6. Communicating via email, messaging, and video calls
7. Scheduling interviews on Google calendar and if applicable, outlet’s guest booking form.
8. Industry research.
9. Building, maintaining, and reaching out to contact lists
10. Managing client awards.
11. Pulling Press Release Metrics with Newswire and logging in media tracker.
12. Updating client metric spreadsheet weekly.
13. Assisting with client updates and reports through outbound emails.
14. Prepare Client Call Agendas
15. Ensure all of your active clients have a monthly report email written
16. Ensure all of your active clients have a coverage book made of all live links
17. Media and Client Coordination
18. Create Reports and Summaries
19. Sending media opportunities to clients
20. Weekly update of Product Request File Tracker
21. Monitor Live Links on the Product Request File Tracker
22. Create PR Scoreboard every 1st week of the month
23. Set up Google Alerts
24. Set up Cision Alerts
25. Set up Cision Dashboard for all Clients
26. Updating time study
27. Sending live links to clients
28. Manage HARO, send to slack Channel those relevant topics
29. Update Trackers
30. Monthly assessment every end of the month
31. Sending pitch in PodMatch & MatchMaker
32. Conducting Research and Competitor Analysis.
33. Creating Media and New Business List
34. Scraping Lists
35. Editing Graphics
36. Creating Slides for presentation.
37. Create Media Trackers for New Clients.

Results

Work through with our Account Executive(s) to manage the various ongoing public relations projects with the agency.

Strong written and verbal communication, administrative and organizational skills.

Ability to maintain a realistic balance among multiple priorities.

Ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of tasks and time management.

Ensure we are always aware and up-front on Media Opportunities and Live Links.

Requirements

1. Prior demonstrated experience within an Executive Assistant role.
2. Excellent written and verbal communication skills and able to communicate effectively.
3. Excellent attention to detail.
4. Good analytical and listening skills.
5. Motivated, energetic with a can do attitude.
6. Helpful and supportive spirit. Problem solver.
7. Professional attitude and presentation.
8. Ability to prioritize conflicting deadlines.
9. Ability to work autonomously, employ initiative to find solutions, prioritize and exercise discretion.
10. Knowledge of Google applications and managing calendars.
11. Excellent organizational and administration skills.
12. A proactive and flexible approach to work.
13. Be self-motivated
14. Ability to manage confidential information
15. Good project and time management skills
16. Knowledge of online tools such as Slack, Cision.
17. Knowledge of social networking and marketing
18. Ability to manage multiple priorities and meet deadlines
19. Good business communication skills for dealing with clients
20. Have a desire to serve and looking for ways to help people
21. Ability to identify and solve problems before they reach critical stage
22. Knowledge of online file sharing & storage devices such as Dropbox, OneDrive or Google Drive

This position pays USD 630 on a monthly basis.