Administrative Assistant

SUMMARY

Stand Up To Cancer (“SU2C”) is a division of the Entertainment Industry Foundation (“EIF” or “the Foundation”), a 501(c)(3) California nonprofit organization. SU2C is seeking an experienced, highly motivated and organized Media Development and Entertainment Relations Administrative Assistant to provide support to the Media Development and Entertainment Relations department. The successful candidate will be responsible for assisting the entire Media Development and Entertainment Relations team on the following areas: administrative support, TV and film partnerships, Public Service Announcement outreach, talent and influencer engagement, Stand Up To Cancer telecast and red carpet events entertainment publicity. This position will work closely with the whole team, specifically the manager.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

ESSENTIAL FUNCTIONS AND SPECIFIC RESPONSIBILITIES

The The Entertainment Industry Foundation (“Foundation”)/Stand Up to Cancer (SU2C) reserves the right to modify the job responsibilities listed below based on its needs.

ADMINISTRATIVE

• Maintain and organize department databases, grids and files.
• Schedule meetings and conference calls/zooms.
• General administrative duties.
• Process invoices and handle department expense reports.
• Coordinate travel, as needed, for talent and the department.
• Assist with liaising with various departments to assist with flow of inquiries to Department.

TV AND FILM COLLABORATIONS

• Help researching potential TV shows and films that SU2C can collaborate with.
• Create and maintain TV and film outreach list and database.
• Work with internal teams to provide creative teams with resources and content for potential inclusion in episodes and films.
• Develop decks and one-sheets for individual TV/film collaboration opportunities.

TALENT RELATIONS

• Maintain and grow SU2C talent ambassador list.
• Work with internal team and external agencies on identifying new talent to approach and build relationships with, specifically with the internal Digital team to develop relationships with influencers and gamers.
• Help draft talent outreach and ask letters.
• Work with internal departments to prepare talent related collateral such as BTS questions, talking points, talent schedule, waivers etc.
• Assist in booking talent teams as needed for shoots, such as hair, make-up, stylist, travel and photographer.
• Cover talent shoots as needed.

PUBLIC AWARENESS CAMPAIGNS

• Assist in outreach to media partners to secure donated ad space for all SU2C Public Service Announcements in US and Canada.
• Assist in expanding and building PSA outreach list to all media platforms, such as, TV, radio, print, digital and out-of-home.
• Work with internal team and outside agencies to develop outreach strategy for each new PSA campaign in US and Canada.
• Assist in writing and sending monthly PSA reports to internal departments.
• Assist the team with the annual audit of donated media value for PSA placements.

SU2C TELECAST and RED-CARPET EVENTS ENTERTAINMENT PUBLICITY

• Work with team to oversee entertainment and red-carpet PR agencies and press strategy development and implementation.
• Liaise with network, cable and streaming partners, as well as talent representatives, on telecast participation and key approvals leading into the telecast.
• Work with communications team on development of telecast and red-carpet collateral such as press releases, FAQs, b-roll, media alert, talent call outs, key messaging etc.
• Work with internal and external teams to develop talent outreach list for telecast.
• Draft ask letter for talent outreach.
• Help manage department review of collateral to deliver by requested deadline.
• Collaborate with other departments and administrative staff as needed.
• Attend departmental and other meetings as required.
• Perform all other job-related duties as assigned.

CORE COMPETENCIES

• Demonstrate strong organizational and time management skills with the capacity to be highly task oriented
• Demonstrate strong personal compatibility with, and commitment to, the Foundation’s/SU2C’s philosophies and mission while maintaining a high degree of professionalism
• Demonstrate the ability to work independently, creatively, efficiently, and cooperatively in a fast-paced environment
• Professional demeanor exhibiting the ability to listen actively and to communicate effectively (both orally and in writing), persuasively, and with confidence
• Personable, approachable, and able to build relationships and trust with employees and management
• Proactive problem-solving skills
• The ability to multi-task, work in a fast-paced, deadline-driven environment while maintaining extreme attention to detail and refocus as the job and situations demand
• The ability to work within a team and establish strong working relationships with individuals of diverse backgrounds and abilities

EDUCATION and EXPERIENCE

• A bachelor’s degree from an accredited institution of higher education communications, marketing, media studies or related field required.
• 1-2 years’ relevant experience required, preferably in entertainment, communications, marketing, talent relations or non-profit related field.
• Internship experience preferably within the entertainment industry.
• Outstanding communication skills (oral, interpersonal and especially written) required.
• Outstanding organizational skills, including expertise in scheduling and planning.
• The professionalism, maturity, and confidence to effectively interact and communicate with all levels of staff.
• Ability to foresee and anticipate needs.
• A high degree of awareness of the value and purpose of philanthropy and non-profits.
• Business acumen with working knowledge of Microfsoft Office, Excel, PowerPoint, Google Suites, Adobe Creative, Photoshop, and InDesign.

PHYSICAL REQUIREMENTS

• Some travel may be required.
• Ability to sit for extended periods.
• Frequent alpha/numeric keyboarding.
• Ability to view a computer monitor.
• Operate standard office equipment.
• Lift and carry boxes up to ten pounds.
• File and retrieve documents.

PAY RANGE: $23.00 – $24.00/hr.

EQUAL OPPORTUNITY EMPLOYER

EIF is an equal opportunity employer. It considers applicants for all positions without regard to age (40 or older), ancestry, color, religious creed (including religious dress and grooming practices), disability (either mental or physical, including HIV and AIDS), cancer, genetic characteristics, genetic information, marital status, military or veteran status, national origin (including language use restrictions), race, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, sexual orientation or any other characteristic protected by applicable law.

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