Administrative Assistant

Department:                    Public Relations

Department Head:          Vice President, Public Relations

Reports To:                       Vice President, Public Relations

Updated:                            May 2017

Compensation:                 Seasonal – Hourly

Possible Start Date:        July 2017

Possible End Date:          November 2017

SUMMARY

Responsibilities may include: administrative tasks such as answering phones and maintaining schedules, coordinating credentials, preparing media kits, assisting with special events and promotions, working with other departments to improve communication efforts, interacting with outside vendors and members of the media, managing PR coverage and archives, and assisting with the Fair’s overall PR activities.

DUTIES and RESPONSIBILITIES

Essential and other important responsibilities and duties may include, but are not limited to, the following:

 

Possible Functions:

  • Provide day-to-day support to vice president of PR and overall PR team;
  • Answer main phone line in State Fair Public Relations office;
  • Maintain awareness and possible coordination of public relations activities;
  • Assist in tracking and maintenance of media coverage, update media database, and help qualify and fulfill media requests;
  • Provide a wide variety of general administrative support, including, but not limited to, maintenance of accurate and detailed files and records; verify accuracy of information, research discrepancies and record information; ordering office supplies;
  • Respond to requests for information from team members, management/supervisory personnel or guests;
  • Provide information on departmental and State Fair of Texas policies and procedures as required; and transfer inquiries to the appropri­ate individual or department as necessary; receive, resolve and respond to guest inquiries and complaints;
  • Assist with development and distribution of press materials and correspondence to the media and general public;
  • Assist in cultivation of relationships with media, community organizations and the general public;
  • Assist in coordination of television appearances, interviews, radio remotes and film shoots as necessary. Some may require overnight hours;
  • Assist in execution of special events and promotions;
  • Project a positive image of all aspects of the State Fair of Texas at all times.