Administrative Coordinator, Corporate & Brand Communications

Job Description

The Administrative Coordinator, Corporate & Brand Communications is responsible for supporting the department across its various areas of oversight – corporate and internal communications, government relations, diversity initiatives and brand initiatives and communications. The Administrative Coordinator will be responsible for aligning with their manager on prioritization of their work to support the overall business objectives of the department. Responsibilities also include providing assistance to departmental management and carrying out the functional job tasks associated with the department’s business purposes.

Key Responsibilities:

Executive Support (Primary)

• Manage complex calendar, schedule and connect meetings across multiple time zones including internal and external participants.
• Organize domestic and international travel, itineraries, and conference/event logistics for EVP.
• Submit and reconcile expense reports, coordinate event participation, and maintain contact databases on behalf of the executive.

Department Support

• Draft and proofread communications, presentations, and internal materials.

• Act as the communications team’s operational lead—tracking project timelines, maintaining calendars, and supporting alignment across internal and external partners.
• Connect and presenting during meetings led by team including taking and distributing meeting notes.
• Coordinates domestic and international travel for talent/producers and/or other panel or event participants.
• Books photographers, groomers and accommodations as needed
• Assist in coordination of logistics and overall execution of department and company meetings/events, company-wide business updates and other company-wide communications, and media opportunities.
• Creates and updates itineraries and executive briefs for executives, event participants and talent/producers.
• Assist in budget tracking, invoice processing, and recurring departmental reporting needs. Corresponds with vendors for necessary information. Maintains related documentation and information.
• Maintains department handbook, document and asset archives, media and contact lists, tools on an ongoing basis.
• Manages media monitoring including creation and distribution of daily press coverage reports.
• Monitors company PR email inbox in collaboration with Publicity coordinators
• Assists in maintaining company’s internal Intranet
• Compiles Employee Newsletter, Government Relations newsletter and other newsletters as needed
• Assists in preparation and distribution of press announcements including tracking coverage
• Assists in overseeing company’s media room, news section on company’s investor relations site and related corporate materials; work in tandem with Publicity team members/consultants for programming publicity needs. Ongoing evaluation and updating of media room and other company sites.
• Handles asset requests, inclusion of assets in press outreach and maintains asset files
• Partners with HR, Marketing and Facilities in updating branding throughout offices

Required Skills

• Bachelor’s degree in public relations or similar discipline is preferred
• Minimum 3-5 years of experience in administrative coordination and/or department operations; entertainment, media, or communications experience required.
• Strong computer skills including Internet, Outlook, Microsoft Office (Word, Excel, PowerPoint) required
• Strong organization skills and a high level of attention to detail
• Strong research ability and proven ability to be resourceful
• The ability to juggle multiple projects simultaneously and prioritize accordingly
• Has excellent writing skills including strong foundation in AP Style, as well as ability to spot and correct errors in punctuation, grammar, etc.
• Excellent organization, time and project management skills. Familiarity with organization tools such as Airtable, Workfront, Mailchimp, etc.
• Exceptional written, verbal and interpersonal communication skills with the capacity to communicate via text/messenger with a fast response time
• Self-starter with the ability to prioritize and work proactively in a fast paced, high volume, creative and deadline-oriented environment with the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Experience working with high-level executives and maintaining the utmost of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company
• MUST be able to operate independently
• A passion for entertainment and popular culture

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