Administrative Duties

Actively supports and upholds the City’s stated mission and values. Under direct supervision of the CVB Marketing and Media Relations Manager, employees of this classification work to position Flagstaff as a premier travel destination with national and international media, garnering positive editorial coverage for the city, increasing visitation and the economic impact of tourism.

All applicants are being asked to submit a 300-word story (or introductory paragraphs) for digital platforms with Route 66 content inspiring Flagstaff visitation. Please be sure to include this assignment with your application when you upload your other application materials (i.e. resume, cover letter, etc.). This project is required in order for your application to be considered.        

ADMINISTRATIVE DUTIES

• Supervisory:  This job is responsible for recruiting, supervising, training, and evaluating intern positions. 
• Budgetary:  This job has partial responsibility for budgeting at the program level including providing input on the marketing, media relations and film office budgets, assisting with determining program expenditure priorities, tracking spending within each line item, and managing funds allocated for specific projects.  
• Strategic Planning:  This job has responsibility for strategic planning at the program level including researching annual industry opportunities and creating an annual media relations plan.  
• Policies/Procedures:  This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance:  This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications:  This job carries out day-to-day activities in accordance with Council’s adopted priorities and direction.
• Reporting:  This job has responsibility at the program level for compiling media relations and film monthly reports to communicate support in achieving marketing goal support, program activities and successes. 

Examples of the Work Performed

EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)

• Provides excellent customer service to both internal and external customers.
• Develops and maintains proactive and positive relationships with national and international media outlets including alerting the media to marketing initiatives, key campaigns and speaking points, ; responding to media requests; preparing news releases, preparing and pitching strategically selected media in a proactive and timely manner; and researching, developing, and pitching story ideas which can include advance understanding of editorial calendars. 
• Provides copywriting and editing for media relations activities and CVB publications, collateral, and social media including: researching, writing, and editing articles, advertorials, press releases, blogs, vlogs and media kits; takes the lead with CVB   newsletters; performing miscellaneous writing assignments; creating, writing, and distributing some CVB e-newsletters; creates content for website and assigned social media platforms.
• Leads the research for and prepares timely drafts for speeches, and special recognition such as award nominations, proclamations, etc.
• Conducts media familiarization tours including coordinating, organizing, and attending press trips; preparing itineraries; organizing events; securing partnerships with hotels, attractions, dining and meeting accommodations; and recruiting and qualifying journalists. Also, makes necessary preparations for media visiting Flagstaff, assisting with story background and development.
• Manages day-to-day contracted operational aspects for the on-time completion of assignments.
• Develops success strategies; manages scope; selects and engages partners and vendors; tracks project milestones and deliverables, quality control, campaign/project management, record keeping, problem identification and resolution; and in a timely manner keeps supervisor appraised of project status.
• Creates, develops and enhances relationships that contribute to the success of assignments, the program, the division, and the city.
• Organizes and attends media events on behalf of the CVB including traveling nationally and internationally to present to media outlets, dignitaries, and key decision makers; participating in media marketplace events; and following up on leads, and works closely with consumer travel, travel trade and meetings trade journalists to promote the greater Flagstaff area.
• Serves as an official CVB spokesperson including securing, coordinating, and conducting on-camera or on-air live interviews with local, regional, and national media outlets to promote Flagstaff message and ensure CVB is sourced as an expert on tourism industry topics.
• Develops and coordinates communication both inward and outward facing that can include industry partners, locals, and target audiences on platforms that can include newsletters, meeting invitations, and other communication platforms.  This entails working closely with the marketing team to ensure consistent messaging and to fully leverage effective platforms. 
• Builds and maintains relationships within the community including working with hotels, restaurants, retail, local organizations, NAU, and attractions to serve as a media relations resource and keeps informed of area-wide activities that would generate public interest towards the goal of increasing visitation.
• Manages all responsibilities of the Film office and serves as the Flagstaff Film Commissioner acting as a liaison between production companies, location managers, City of Flagstaff and public prior to and during filming. Performs location research, scouting potential sites to determine their physical layout, compatibility with script needs and location proximity. Provides photographs and contact information for various locations under consideration by production company. Manages contact database of location managers, scouts, production resources and production companies. Oversees Flagstaff film permitting process and is the film liaison to local and regional film offices and organizations such as the Northern Arizona Film Collaborative and Arizona Film and Media Coalition.
• Conducts online media relations activities including maintaining the CVB’s online press room and media lists.
• Strategically supports, develops and coordinates the CVB’s presence on digital platforms including social media and websites. The position is actively involved in the CVB's extensive digital presence including content coordination and/or creation, which includes strategically identifying topics and content needs across many written and digital platforms, as well as targeting multiple audiences.   This can include identifying, procuring and working with content creators.
• Create new and develop existing social media influencer relationships (paid and unpaid), podcasts, etc. supporting marketing strategies.  Qualify and engage with social influencers (paid and unpaid), identify and execute opportunities for content/audience alignment, host strategically selected influencers and timely report analytics to team, partners.
• Fully coordinates, monitors, gathers and analyzes monthly metrics for the CVB’s media relations and film activities and results including maintaining organization of press clippings, videos, and/or promotional materials and entry into the media database. Provides timely information to stakeholders on publicity that was generated through CVB efforts, as well as tracks production days and compiles and presents film activity reports and economic impact.
• Develops relationships with other key tourism organizations such as the Arizona Office of Tourism and other statewide CVBs.   Attends all Arizona Office of Tourism Public Relations Roundtable meetings along with local and statewide film industry meetings.
• Assists the Marketing and Media Relations Manager in preparing, implementing, and managing the Media Relations and Film budgets in determining expenditure priorities, ongoing programming and strategic planning.
• Assembles and analyzes information, presentations, and reports for City Council, management, and staff.
• Other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS

• Three years of experience in public relations, media relations, journalism, communications or marketing.
• Bachelor’s Degree in Public Relations, Journalism, Marketing, Communications, or a related field.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements. 

DESIRED EXPERIENCE AND TRAINING

• Four years of experience in public relations, media relations, communications, journalism, marketing or a related field
• Two years of experience in Social Media applications and media monitoring. 
• Experience in the travel/hospitality industry.  
• Experience in the film relations industry. 
• Knowledge of AP writing style.
• Knowledge of motion picture, commercial and still photography production industries.

OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Must possess or obtain upon employment, a valid passport.
• Ability to work irregular hours (including evenings, weekends, and holidays) as dictated by media relations and marketing activities.
• Regular attendance is an essential function of this job to ensure continuity.

Supplemental Information

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)

• Language Skills:  Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to exercise considerable judgment and discretion.
• Ability to work in a team environment.
• Ability to work in a fast-paced environment and to meet deadlines.
• Ability to make oral and visual presentations to groups of all sizes.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

• While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
• The noise level in the work environment is usually moderate.

MINIMUM REQUIREMENTS

• Three years of experience in public relations, media relations, journalism, communications or marketing.
• Bachelor’s Degree in Public Relations, Journalism, Marketing, Communications, or a related field.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.