What are the responsibilities and job description for the Administrative Assistant - Media Communications position at Avispa Technology?
Job Description
Job Description
Administrative Assistant - Media Communications VIAJP00001230
A leading digital streaming network is seeking an Administrative Assistant . The successful candidate will be responsible for providing administrative support for the entire Communications team of two TV channels (East Coast and West Coast) and supporting the Executive Vice President of Communications. The ideal candidate has one or two years of related experience preferred (strong internship experience considered). The company offers a great work environment!
Administrat ive Assistant Pay and Benefits :
Hourly pay : $24-$28 / hr
Worksite : Leading digital streaming network (New York (Broadway), NY 10036 - Hybrid, Must be onsite 2 days per week (Typically Tuesdays / Wednesdays (Wednesdays are required), Willing and able to work overtime and weekends when needed, including travel)
Process invoices for the department (Primary responsibility).
Collect clips for returns from press releases.
Manage calendar, including travel & meetings.
Book and organize travel, comfortable with last-minute changes : The manager travels once every six weeks to LA.
Summarize and deliver key information.
Provide daily administrative support to the EVP of Communications and the West Coast and East Coast publicity teams, including expense reports, scheduling meetings, managing calendars, and booking travel for department members.
Perform external and internal distribution of press releases, publicity breaks, tune-in alerts, and other publicity-related materials.
Monitor all media for press breaks throughout the day, and compile press coverage and clips (broadcast, print, online and radio) for internal distribution.
Maintain media lists for the department.
Assemble media impressions grids using ComScore and Critical Mention.
Ensure accurate filing of documents and clips on the department server.
Handle all department billing, coordinating with outside agencies and vendors to track contracts and ensure timely payment.
Book talent flights, hotel, and transportation and assist with creating press itineraries.
Work closely with department staff to coordinate media junkets, satellite / virtual media tours, awards show screenings, including all logistical aspects such as event catering, grooming services, and billing.
Help organize press visits to set and studios for live-action and animation programming.
Help coordinate and arrange staff meetings, prepare agendas, order catering as needed, and reserve and prepare conference rooms.
Order and maintain supplies and premiums.
Work closely with the department Awards manager on submission strategies, and serve as a key liaison between internal teams and external agencies in the management of submissions, nominations, and logistics.
Administrative Assista nt Qualifications :
1-2 years of related experience preferred (strong internship experience considered).
Bachelor’s Degree.
Concur experience.
Experience booking travel.
Able to manage multiple tasks simultaneously and adapt to shifting priorities under deadlines and pressure
Proficiency with Muck Rack, ComScore, and Critical Mention.
Excellent written, verbal, and oral communication with the ability to collaborate with staff and all lines of business and external contacts (including production staff, outside vendors, and partner company representatives) and senior management.
Ability to handle confidential materials and issues in a professional manner.
Timely and fast with software to upload expenses.
Travel changes are common, need someone who is confident and precise to handle changes.
Precise and detail-oriented.
Office Suite, screen grabs, creating jpegs / pdfs, etc.
Shift :
From 9 : 30 AM to 5 : 30 PM.
Willing and able to work overtime and weekends when needed, due to project delivery / releases (including travel).
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