Promotions Office Administrator

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