Assistant Publicist

Role

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

Responsibilities

• Ensure all client deliveries and manage client expectations.
• Write pitches to send to the media weekly
• Understand clients' brand and mission to secure media opportunities.
• Media list building: pull contacts from Cision and Google News
• Sending mail merges 
• Manage media opportunity client alerts through Media inbox
• Sending media opportunities to clients
• Media and Client Coordination including scheduling interviews 
• Updating Client Media Base with media op and press release metrics
• Update of Product Request Tracker
• Update Live Links
• Sending live links to clients
• Follow-up emails with the media, weekly
• Pitch in PodMatch & MatchMaker
• Lists for Podcasts
• Airtable Numbers updates, Wednesday Afternoon
• Industry research
• Set up Google Alerts
• Set up Cision Alerts
• Prep Client Call Agendas
• Assisting with client updates and reports through outbound emails
• Monthly reports, coverage book created and sent to clients(3hr)
• Friday Recaps, call agendas(1hr + 1hr)
• Quarterly Time studies 
• Monthly assessment

Task Examples

• Write pitches and send to media
• Nurturing media relationships
• Secure media opportunities for clients
• Conducting Research
• Competitor Analysis
• Creating Media List
• New Business List
• Scraping Lists
• Scheduling meetings and interviews.
• Preparing Media Opportunities and updating of Media Tracker
• Creating Slides for presentation.
• Updating Heather’s Media Tracker
• Create Media Trackers for New Clients

Results

• Work with our Publicist(s) to manage the various ongoing public relations projects with the agency
• Build lasting relationships with the media
• Sending effective and coherent pitches
• Create Portfolio of nurturing medias outlets
• Timely medias to clients
• Smooth experience for clients
• Meeting Metrics
• Securing media opportunities for clients

Requirements

• Prior demonstrated experience within an Assistant role.
• Excellent written and verbal communication skills and able to communicate effectively.
• Excellent attention to detail
• 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
• 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