Communications Associate

Position Title:            Communications Associate         

Reports To:                Project Manager, Communications

Employee Status:      Full Time, Non-Exempt                                                            

Location/Office:        New York, NY

General Statement of Responsibilities:

The Communications Associate provides administrative and project-management support to the Project Manager, Communications, and supports key aspects of the team’s work. The Associate supports and tracks multiple key projects and interacts with other departments and programs, as well as external consultants and contractors. The Associate advances the department’s overall goals by ensuring efficient, effective operations and consistent, timely communication.

Major Tasks and Responsibilities (include, but are not limited to):

• Schedule meetings, ensure that participants are prepared for meetings, take notes/minutes of meetings, and track follow-up action items after meetings. 
• Draft email blasts, project plans, budgets, and other material as needed.
• Support website maintenance (posting, editing, identifying photos, etc.) and social media (calendar, posts, metrics) as needed. 
• Develop and maintain systems for organizing key department and project files, contact lists and other records. Ensure that filing systems are consistent with CAI organization-wide systems and standards. 
• Manage workflow to/from Project Manager, Communications, to help ensure they are engaged as needed and to help keep projects on track.
• Create, update, and maintain project timelines for key projects. Proactively gather information to update and revise timelines as needed. Engage with key staff and consultants to remind them of upcoming deadlines/deliverables to help ensure completion.
• Support production and scheduling of project-related email blasts
• Maintain financial records and reports for key projects and work with Finance Team and project teams to ensure that financial matters are handled in a timely and accurate manner. 
• Conduct research on a range of topics to support the development of projects and materials.
• Perform other duties as assigned, across the full range of communications strategies and tactics. 

Qualifications:

• Bachelor’s degree or equivalent related work experience 
• Previous office administrative experience
• Knowledge of Microsoft Office, Zoom or other virtual meeting software, and project management software
• Knowledge of creative applications (Canva, Illustrator, InDesign, etc.)
• Knowledge of content management software (Wordpress preferred)
• Knowledge of email marketing software (GetResponse preferred)
• Knowledge of Google Analytics or related analytics software

To perform this job successfully, the employee in this position must demonstrate the following:  the ability to handle multiple competing priorities at once, strong written and verbal communication skills, attention to detail, providing service excellence to internal and external clients, the ability to deal with situations and issues proactively, following up to ensure high quality products, and working collaboratively with others to achieve organizational goals.

Physical Demands:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Communications Associate’s job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Communications Associate’s job.

While performing the Communications Associate’s responsibilities, the employee is required to talk and hear. This position requires the employee to be on-site at a CAI office. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times and set-up of training materials and resources. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. Vision abilities required by this job include close vision. 

This job description is intended to convey information essential to understanding the scope of the Communications Associate’s position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.