Media Relations Coordinator

Position Title: Media Relations Coordinator 

Department: Media Relations 

FLSA Status: Non-Exempt 

Reports To: Manager, Media Relations 

Effective Date: February 2025 

Choose Chicago is the official sales and marketing organization responsible for promoting Chicago as a global visitor destination to business and leisure travelers.  

POSITION SUMMARY  

To provide coordination support to the Media Relations department in generating worldwide media and social media coverage for Chicago as a must-see destination, and in raising awareness of Choose Chicago among partners and stakeholders. 

RESPONSIBILITIES: 

N/A 

Media Relations and Destination Media Coordination 

• Respond to and fulfill routine media inquiries, including image and video b-roll requests, research, fact-checking. 

• Conduct reactive and proactive media and influencer outreach including reviewing inquiries, developing responses, and recommending story angles or partner introductions. 

• Contribute to the development of story ideas and media + influencer outreach initiatives. 

• Develop and coordinate itineraries and logistics for visiting media and influencer trips (individual and group tours), including travel, transportation, accommodations, meals, interviews, welcome bags, and experiences. 

• Liaise with partner organizations and suppliers to support media and influencer inquiries, visits & event planning 

• Staff and escort media and influencer visits as assigned to ensure a welcoming and memorable experience. 

• Support planning and execution of in-market media missions, events, conferences, and marketplaces. 

Content Creation and Collateral Management 

• Design, write, edit, proofread, and manage updates to various communication tools including destination profile sheets, press releases, media opportunities newsletters, press materials/kits, Invitations, "what’s new" roundups 

• Collaborate with the marketing department to ensure media relations content on the website is up to date 

• Review and edit global social media content calendars for key international markets 

• Manage and maintain media database and lists; develop customized media lists for specific projects (Cision) 

Data Management, Monitoring and Reporting 

• Produce reports by gathering statistics on media and influencer results for use in presentations and other needs 

• Share media and influencer coverage with partners to showcase the value generated by media relations efforts. 

• Track and analyze media and influencer coverage and follow up on specific programs and meetings as needed. 

• Monitor & assess market news, top stories, and industry trends to identify new opportunities for media relations. 

• Maintain a library of media coverage across all platforms (print, broadcast, electronic, social). 

• Update and maintain department databases (Simpleview) ensuring accuracy and relevance. 

• Assist with department activity, calendar updates and projects in Asana.  

Special Projects and Other Duties 

• Train intern(s). 

• Develop and maintain department’s global program of work calendar. 

• Schedule meetings, arrange travel & accommodations, prepare agendas, coordinate catering, and other projects. 

• Process invoices, purchase orders, and reimbursements. 

• Maintain department’s accounting ledger and budget reconciliation. 

• Process departmental mail and shipping. 

• Order office supplies and promotional materials. 

• Assist with special projects while supporting departmental goals. 

• Perform follow-up actions as necessary to ensure program success. 

• This role may require evening and weekend work to support events and hosting. 

• Represent the organization at industry networking functions, media events, receptions and more. 

• Perform other duties as assigned. 

MINIMUM QUALIFICATIONS  

• Bachelor’s degree in communications or public relations or equivalent practical experience. 

• Minimum of 1 - 3 years of related public relations experience showing progressive growth and learning and/or training equal to the skill level needed to perform this position. 

• Experience working with media and influencers and an understanding of needs, including writing and pitching. 

• Experience in the tourism and hospitality industry. 

KNOWLEDGE, SKILLS, AND ABILITIES  

• Outstanding verbal and interpersonal skills for frequent interaction with customers and suppliers. 

• High attention to detail with the ability to manage and work simultaneously on multiple projects with conflicting demands for multiple clients, and to organize and meet tight deadlines in a fast-paced environment.  

• Ability to think creatively, strategically and work within budget.  

• A strong team orientation is critical based on the collaborative culture of Choose Chicago and the visitor industry.  

• Ability to illustrate a results-focused approach and commitment to going the extra mile for key stakeholders, including adapting quickly to situations and managing demands.  

• Energetic, self-starter and resourceful problem solver. Keeps projects on timeline.  

• Ability to effectively use MS Office products including but not limited to Word, Excel, Outlook, PowerPoint, as well as Cision media directory and/or other industry platforms and imaging applications (Canva, InDesign) 

• Ability to represent Choose Chicago in a professional manner while interfacing with internal and external clients.  

• A high degree of confidentiality, discretion and sound judgment. 

• Type 30+ correct words per minute. 

• Proficient use of English grammar, spelling and punctuation. 

• Ability to proofread alpha and numeric data. 

• Ability to work cooperatively and communicate effectively. 

• Good and consistent attendance record. 

• Able to maintain composure under stress. 

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS  

• Ability to perform work utilizing a computer for extended periods of time.  

• Ability to sit for extended periods of time in performing the work.  

• Ability to grasp objects utilizing the fingers (fine motor manipulation).  

• Ability to travel by ground transportation (includes personal and public transportation) as required in performing work.  

• Ability to travel throughout the city, including prolonged standing and walking as it is very often necessary when hosting media and influencers and/or going on partner site tours 

• Ability to work nights and weekends as needed. Working evenings include, but are not limited to hosting media/influencers, attending business exchanges and venue openings/receptions/events, etc.  

• This is a hybrid position, in-office 3 days/week.