(02/11/2025) Media Assistant

Job Description Role Summary The Media Assistant will support the senior PR/account lead (your Senior Account Manager/PR specialist) in all media-/PR-activities, and also play a significant support role in business development efforts. This is a hybrid role: media execution + BD support in a lean team environment. Key Responsibilities Media & PR Support - Assist in the development and execution of media/PR campaigns: work with the senior PR lead to coordinate media outreach, influencer relations, press releases, and content placements. - Maintain and update media asset libraries: images, videos, logos, press kits, case studies, pitch decks, media contacts. - Monitor media coverage and track metrics: collect and analyse media hits, social mentions, influencer engagements, competitor coverage; prepare summaries and reports for the senior PR lead and clients. - Coordinate with media vendors/outlets: schedule interviews, arrange studio/time slots, liaise with journalists/influencers, coordinate logistics for media events. - Support content creation: assist in writing and proofreading press releases, media pitches, talking points; assist in creation of social media posts, blog content, video clips or influencer materials. - Manage media database and contact lists: keep up-to-date lists of journalists, bloggers, influencers, media outlets; ensure segmentation by client, region, vertical. - Maintain campaign calendars and timelines: track deliverables, briefings, deadlines, approvals, publishing dates; alert senior PR lead and account team to upcoming deadlines, bottlenecks or risks. - Support budget, billing and tracking: assist in tracking media/PR budgets, vendor invoices, cost-allocations and ensure documentation and approvals. - Facilitate internal team collaboration: ensure creative/design/social teams have timely briefs, assets and feedback loops for PR and media work; organise meetings, take minutes, follow up actions. Business Development (BDM) Support - Assist the Senior Account Manager/PR lead in new-business and growth efforts: prepare pitch materials, proposals, research, and supporting assets. - Conduct prospect research: compile target lists of potential clients, gather market/industry insights, competitive landscapes, recent news/trends relevant to the pitch. - Support the creation of pitch decks and presentation materials: collate case studies, media/PR results, client testimonials, sample work, agency capabilities; design visuals, clean layouts, ensure brand consistency. - Help with lead tracking and pipeline management: update CRM/pipeline tools, log interactions, schedule follow-up reminders, assist with arranging discovery calls or meetings. - Assist with follow-up of proposals: prepare thank-you emails, coordinate responses to queries, schedule internal debriefs after pitch meetings, gather feedback. - Support upsell/cross-sell efforts within existing accounts: prepare supporting information (for example, additional media/PR packages, influencer campaign ideas) to present to clients or internal team. - Provide administrative support around BD activities: calendar scheduling, travel/meeting logistics, preparing meeting briefs/notes, drafting NDAs/intro emails. Team & Operational Collaboration - Act as the bridge between media/PR execution and account/BD teams: ensure information flows smoothly, campaign/BD deliverables are aligned and tracked. - Work with creative, social, content, operations, finance teams to ensure media/PR activities align with agency workflow and standards. - Proactively identify process improvement opportunities: for example, media asset tracking, pipeline updates, pitch deck templates, reporting formats. - Take on ad-hoc tasks as needed in a lean-team environment: e.g., event support, social content support, influencer coordination, routine client/admin support. Reporting & Measurement - Prepare weekly/monthly media/PR status reports for assigned accounts: coverage summary, key metrics, analysis, next steps. - Prepare supporting data for BD efforts: summary of past campaign outcomes, case study snippets, industry benchmarks, competitive media intelligence. - Ensure the CRM/pipeline/spreadsheet tracking for leads and proposals is accurate and current: status updates, conversion rate tracking, upcoming actions. - Assist in preparing performance dashboards for internal review: e.g., number of pitches made, proposals sent, meetings scheduled, conversion to clients, media placements achieved. Skills & Competencies - Strong organisational skills: able to balance media/PR execution tasks with BD support tasks, manage multiple deadlines and workflows. - Good written and verbal communication: drafting pitches, media outreach, reports, proposal support. - Basic media/PR knowledge: understanding of media outreach, influencer coordination, social media content, media metrics and tracking. - Research and analytical mindset: able to gather data, monitor metrics, assemble insights for media coverage and BD prospects. - Proficiency in tools: MS Office (Excel, PowerPoint, Word), Google Drive/Sheets, CRM or pipeline tracking tools, social media platforms; design tools (Canva, basic Adobe) is a plus. - Team collaboration: able to work with senior PR lead, account/creative teams, operations, across functions. - Flexibility and initiative: in a small-team environment, the role will require wearing multiple hats and stepping in when needed. - Commercial awareness: understanding the linkage between media/PR campaigns and business outcomes, supporting BD growth efforts. - Attention to detail: in tracking media assets, contact lists, budgets, proposals. Typical KPIs - Number of media/PR placements or influencer features secured (for supported accounts) - Quality of media coverage (reach, relevance, outlet tier, share of voice) - Accuracy and timeliness of media/PR reports and asset deliverables - Number of lead-prospect conversations scheduled via BD support - Number of pitch materials/proposals prepared and submitted - Pipeline health metrics: number of qualified leads added, follow-ups completed, proposals progressed - Internal operational metrics: asset library up-to-date, media contact database accuracy, campaign timeline adherence - Contribution to upsell/cross-sell opportunities (support delivered) Role Context & Reporting - Reports to: Senior Account Manager / PR Specialist - Works closely with: Creative team (designers, content writers), Social media team, Operations/Finance, Sales/BD function. - This is a support role in a small-team agency: while not the lead on strategy, the Media Assistant will play a vital role in ensuring smooth execution of media/PR work and enabling BD growth and account acquisition efforts. - Location context: Given your business in Mumbai (and Indian market), tasks may include Indian media/outlet coordination, local influencer databases, time-sensitive client servicing, travel or meeting support as needed.