Seasonal Position Dates:
October 15 - May 31
Position Summary:
The Promotions Office Administrator provides support to the entire Promotions Department. The Department responsibilities include marketing, media, advertising, social media, public relations and more. This administrator will support three directors: Press & Advertising Director; Design, Content & Internet Director; and Social Media & Audience Engagement Director. As requested, the administrator will also assist the department head, the Associate Producer–Promotions.
Key Responsibilities:
1. Marketing & Advertising Campaign Support
- Support traditional and digital advertising campaign logistics as directed.
- Place misc. ad buys to support the traditional and digital campaigns.
- Assist in developing or proofreading copy for press releases, radio spots, or social materials.
- Provide logistics and communication support for local, regional, or national promotions and public appearances.
2. Administrative & Clerical Support
- Maintain accurate files, databases, and tracking systems for press lists, interview schedules, and release approvals.
- Assist in the execution of press events, including press conferences, interviews, and filming permissions.
- Support the coordination of outside film crews, documentarians, and broadcasters with Festival staff.
- Assist departmental logistics for load-in/load-out, internal communication with other departments, and wrap-up reports.
3. Talent Media Coordination
- Distribute approved promotional kits to artist teams in coordination with the Design, Content & Internet Director and Social Media & Audience Engagement Director.
- Track distribution and ensure follow-up on artist usage of provided materials.
- Support the Design, Content & Internet Director with the organization and creation of materials to promote the artists.
- Support the Social Media & Audience Engagement Director as necessary.
4. Press Management & On-Site Operations
- Assist in the management of the Festival press application process, including intake, review, and credential distribution.
- Coordinate press tent operations during the Festival, including check-in procedures, media scheduling, and hospitality.
- Assist with photo pit access, photographer credentials, and enforcement of media guidelines.
5. Interview Scheduling & PR Logistics
- Assist with the scheduling and facilitation of artist and staff interviews before and during the Festival.
- Support internal communication between press/media teams and other departments, including Artist Relations.
- Respond to inbound media requests and coordinate with the Press & Advertising Director for approvals.
Qualifications:
- Bachelor’s degree or equivalent work experience in public relations, media, journalism, or communications.
- Experience supporting press/media at events, preferably in music, live entertainment, or festivals is helpful.
- Strong organizational and communication skills; detail-oriented with the ability to manage multiple priorities under pressure.
- Familiarity with social media platforms.
- Experience with data analytics is helpful.
- Working knowledge of Google Sheets, Excel and graphic design software is preferred.
- Availability to work extended hours on-site during the Festival, including weekends and evenings.
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- 401(k) matching