Publicity Assistant

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 Publicist 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

Manage media opportunity client alerts through AE’s inbox.
AE Metrics – weekly (media opps & pitches nos. to the Publicist)
Audit File – weekly Friday & monday to send to HD
Update Scorecard – (MWF – add the scorecard to daily slide)
Update Huddle Slides (Calendar for client calls & interview & Monthly client interview)
Communicating via email, messaging, and video calls
Scheduling interviews on Google calendar and if applicable, outlet’s guest booking form.
Industry research.
Building, maintaining, and reaching out to contact lists
Managing client awards.
Pulling Press Release Metrics with Newswire and logging in media tracker.
Updating client metric spreadsheet weekly.
Assisting with client updates and reports through outbound emails.
Prep Client Call Agendas
Update AE Metrics – due every Friday EOB
Ensure all of your active clients have a monthly report email written
Ensure all of your active clients have a coverage book made of all live links
Media and Client Coordination
Create Reports and Summaries
Sending media opportunities to clients
Sending mail merges
Weekly update of Product Request File Tracker
Monitor Live Links on the Product Request File Tracker
Create PR Scoreboard every 1st week of the month
Set up Google Alerts
Set up Cision Alerts
Set up Cision Dashboard for all Clients
Updating time study
Sending live links to clients
Manage HARO, send to slack Channel those relevant topics
Update Trackers
Monthly assessment every end of the month
Sending pitch in PodMatch & MatchMaker
Conducting Research and Competitor Analysis.
Creating Media and New Business List
Scraping Lists
Editing Graphics
Creating Slides for presentation.
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
Prior demonstrated experience within an Executive Assistant role.
Excellent written and verbal communication skills and able to communicate effectively.
Excellent attention to detail.
Can work in Eastern Time Zone
Good analytical and listening skills.
Motivated, energetic with a can do attitude.
Helpful and supportive spirit. Problem solver.
Professional attitude and presentation.
Ability to prioritize conflicting deadlines.
Ability to work autonomously, employ initiative to find solutions, prioritize and exercise discretion.
Knowledge of Google applications and managing calendars.
Excellent organizational and administration skills.
A proactive and flexible approach to work.
Be self-motivated
Ability to manage confidential information
Good project and time management skills
Knowledge of online tools such as Slack, Cision.
Knowledge of social networking and marketing
Ability to manage multiple priorities and meet deadlines
Good business communication skills for dealing with clients
Have a desire to serve and looking for ways to help people
Ability to identify and solve problems before they reach critical stage
Knowledge of online file sharing & storage devices such as Dropbox, OneDrive or Google Drive