Media Assistant

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.