Administrative Assistant- Public Relations

Location: Los Angeles, CA

Department: Team One

Type: Full Time

Min. Experience: Mid Level

The Team One C.O.R.E.

C = Collaborative

Builds and sustains strong, genuine relationships with people of all levels and takes positive steps to extend network and cultivate connections. 

O = Optimism

Is utterly reliable, always delivering on promises and maintains the highest standards of honesty and integrity.

R = Results-Driven

Acts strategically to exceed goals and has the ability to adapt to changes in process and execution. 

E = Entrepreneurial

Constantly looking for and identifying actionable and thought provoking opportunities for the company and executing them.

 

GENERAL SUMMARY

Responsible for providing administrative support to PR – including Lexus National and LDA team in New York.

Day to Day:

  • Manages and processes departmental purchase orders, work orders, estimates, RFEs and invoices – including obtaining signatures, and following up and working closely with Cost Control.
  • Responsible for clipping media coverage for client reports.
  • Assists with tracking, logging and reporting media coverage and impressions.
  • Provides support for PR events – including, researching and booking hotels/flights/cars/etc. for team and media guests; and managing RSVPs.
  • Provides support for press kit production.
  • Assembles press kits, maintains press kit materials; responsible for press kit packaging and mailing.
  • Sets up new vendors in the Saatchi vendor payment system.
  • Obtains signatures for contracts as directed.
  • Assists with budget tracking for all initiatives.
  • Completes, processes and tracks team expense reports and travel; also provides this support for M. Reagan and D. Areyan in Media and EMA, respectively.
  • Provides administrative support for daily departmental operations -- including scheduling and coordinating meetings; setting up video conference calls; retrieving and distributing mail; scanning, copying, and mailing.
  • Manages subscription orders and renewals.
  • Responsible for coordination, printing, binding and distribution of all PR reports.
  • Answers questions and provides assistance and information on department matters to clients and others as needed.
  • PR research/information-gathering as directed.
  • Lead driver of Team One Do Good Fridays
  • Special projects as assigned.

 

Experience:  2-3 years previous office management and/or professional executive assistant experience.

Education:  High school diploma required; associates/college degree a plus.

 

Skills and Abilities:  Must have a strong work ethic and commitment to excellence.  Must be highly organized and detail-oriented, with the ability to exercise good judgment and handle many tasks simultaneously.  Have outstanding communication and interpersonal skills, be proficient in MS Word and PowerPoint for PC and have an intuitive understanding of excellent client service.

 

 

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