Media Coordinator

19 Ideas, Inc.; Buffalo (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

The Media Coordinator at 19 Ideas, Inc. is an entry-level role supporting project management, client service, public relations, and media operations. You’ll help keep schedules, track deliverables, and assist with reporter engagement, media list maintenance, and coverage reporting.

Ideal candidates are highly organized, detail-oriented, and eager to grow in marketing and media. You’ll wear many hats, learn new tools, and jump in wherever the team needs support to drive campaigns forward.

Qualifications

• 1-2 years of professional experience in PR, communications, marketing, media or an agency setting is a plus
• Bachelor’s degree in public relations, communications, journalism, marketing or related field is a plus
• Strong interest in public relations, media and the integrated marketing landscape
• Excellent written and verbal communication skills
• Highly organized and detail-oriented with strong follow-through
• Comfortable communicating directly with clients and media contacts
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Willingness to learn new tools, processes and areas of the business

Responsibilities

• Project Coordination & Client Service (65%): maintain project schedules, track status, manage client communication, lead meetings, prepare briefs, support billing, organize files, flag roadblocks, uphold processes, and improve workflows
• Media (35%): support PR efforts, build media lists, pitch reporters, coordinate press events, draft materials, monitor coverage, track calendars, support social and traditional media campaigns, reconcile media buys and assist with credits

Job description

The Media Coordinator is an entry-level role that supports the 19 Ideas team across project management, client service, public relations, and other forms of media. Much of this role focuses on project coordination: working alongside the project management function to keep the team’s schedules, workflows, and deliverables on track. The Media Coordinator will also manage day-to-day client communication and support the media team with project work such as reporter engagement, media list maintenance, developing coverage reports, and traditional media buy reconciliation.

The ideal candidate is highly organized, detail-oriented, a strong communicator, and interested in growing in the marketing and media field. They’re comfortable wearing many hats, enjoy learning new things, and are excited to jump in wherever the team needs support.

Essential Functions

Project Coordination & Client Service (65%)

• Work alongside the project management team to create and maintain project schedules and coordinate workflows across teams, ensuring that all departments are aware of timelines, requirements, and next steps.
• Set up projects and tasks within the project management platform and track status and capacity across active work.
• Serve as the day-to-day point of contact for select client accounts, managing communication, timelines and deliverables.
• Schedule, participate in and lead meetings, including status updates and project kick-offs, capturing notes, action items and next steps to keep work moving.
• Prepare project briefs that clearly define goals, deliverables, timelines and requirements, partnering with the team to gather the information needed to kick off work.
• Support billing tasks, including tracking project budgets and hours, invoice preparation, and third-party expense reimbursements.
• Keep project files and assets organized and accessible to the team.
• Identify potential roadblocks early and flag them to the appropriate team members.
• Upholds existing processes and ensures the team upholds established company-wide processes, including workflows, file organization, and communication channels.
• Collaborate with the Operations Committee on process improvement projects, including streamlining workflows and improving efficiency.

Media (35%)

• Support the media team on public relations efforts for clients and the agency.
• Build, update, and maintain local and national media lists for campaigns.
• Assist with pitching reporters, editors and producers by phone and email.
• Schedule and coordinate press events, interviews, and related logistics.
• Assist in drafting press releases, media advisories, pitches, and talking points.
• Monitor media coverage and help prepare coverage reports for clients.
• Track editorial calendars, reporter requests and other media opportunities.
• Support with organic social media content brainstorming and creation.
• Support the media team on traditional media campaigns across TV, radio, print and out-of-home.
• Reconcile media buys after campaigns run, reviewing proof of performance, invoices and buy details to confirm ads ran as ordered.
• Flag discrepancies and assist with follow-up on make-goods or credits.
• Keep media buy documentation organized and up to date.
• Support other areas of media as needed, such as social media and digital media.

Qualifications

• 1-2 years of professional experience. Internships in PR, communications, marketing, media or an agency setting are a plus. This position is open to recent college graduates.
• Bachelor’s degree in public relations, communications, journalism, marketing or related field a plus.
• Strong interest in public relations, media and the integrated marketing landscape.
• Highly organized and detail-oriented, with strong follow-through.
• Excellent written and verbal communication skills.
• Comfortable communicating directly with clients, leading meetings and conducting phone and email outreach to media contacts.
• Able to manage multiple tasks and deadlines in a fast-paced, collaborative environment.
• Comfortable wearing many hats, with a willingness to jump in wherever the team needs support.
• Curious and eager to learn new tools, processes and areas of the business.
• Professional, personable communication style with colleagues, clients and media partners.
• Familiarity with social media platforms and an interest in traditional and digital media.
• Proficient with Google Workspace and AI-based tools. Experience with Monday.com or other project management software, earned media databases or social media scheduling tools is a plus.

Physical Requirements/Working Conditions

• Physical requirements of the job are typical of an office environment.
• Working conditions of the job are typical of an office environment.