Communications Administrator

ACLU of Massachusetts

Boston, MA, USA

Published: 6/14/2022

Full Time

Job Description

Summary

The Communications Administrator plays a key role in maintaining the systems and operations that enable ACLUM’s communications function. The primary responsibilities for this role include: provide day-to-day administrative support to the Communications Department; manage the department’s content calendar; assist in logistics planning and support for media events, press conferences, and other department-led events; track, respond to, and support incoming speaker requests; update media lists; update website content; provide logistical support for field-led events requiring communications participation. This position primarily reports to the Communications Director, and for select work to the Political Director, and partners with other ACLUM teams to achieve organizational and departmental objectives.

The ideal candidate for this position brings strong knowledge and experience in providing administrative support for a functional team and a passion for maintaining systems to keep departmental processes running smoothly. Strong candidates will have demonstrated excellent organizational skills, meticulous attention to detail, capability in small project administration and logistics coordination, and effectiveness working both independently and collaboratively with colleagues across departments, and in a fast-paced environment.

Essential Duties

Administrative Support

Provide meeting support for the Communications department, including but not limited to scheduling regular and ad hoc departmental meetings, preparing agendas and other materials, taking minutes, and tracking action items.

Coordinate and execute logistics for Communications-hosted meetings and events with internal and external stakeholders, including booking space, distributing invitations, assembling materials, arranging catering, handling AV setup and related support for participants, and shepherding in-person guests.

Coordinate with the full Communications team to manage the content calendar and track deadlines for major projects and publications (e.g., the ACLUM annual report, annual board elections postcard, campaign-related collateral).

Process and handle all departmental bills and invoices, including media subscriptions, travel expenses, and contracts with external vendors.

Handle expense reporting and credit card reconciliation for the Communications Director.

Communications Support

Manage the organization’s media database to maintain and update press lists and track media interactions.

Make routine and ad hoc updates to the ACLUM website, under direction from the Communications Director, Senior Communications Strategist, and Audience Engagement Manager.

Assist the Communications team in assembling materials, executing logistics, and setting up for media events, including press conferences and rallies.

Assist in staffing ACLUM events and activities led by other departments with communications support, including capturing photo and video content and live streaming in the field.

Assist the Communications Director, in collaboration with outside legal counsel, in tracking and responding to requests regarding ACLUM trademarks and copyrights.

Assist in staffing the ACLUM Speakers Bureau, under direction from the Field Political Director and in collaboration with the Public Advocacy Administrator (i.e., monitoring and responding to the speaker request line, identifying appropriate ACLUM spokespeople, ensuring appropriate Field and Communications support for speakers).

Other Responsibilities

Special projects and other tasks, as assigned by the Communications Director.

Qualifications, Experience and Attributes

Minimum of three years’ professional experience providing daily and event-driven administrative and logistical support, in a fast-paced office environment.

Strong organizational skills, with proven ability to manage multiple projects simultaneously, prioritize tasks, work well under pressure, and deliver against tight deadlines.

Meticulous attention to detail and quality output.

Highly skilled in small project administration, logistics, and event coordination.

Highly proficient in the use of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and SharePoint. Experience with Asana, WordPress, and Meltwater a plus.

Flexibility and willingness to learn new productivity tools, web applications, and resources.

Excellent interpersonal, written, and verbal communication skills.

A track record of interacting well with colleagues at all levels of the organization, as well as high-profile external partners and stakeholders.

Ability to work proactively, collaboratively, and independently as needed to get things done.

Strong belief in the ACLU’s mission and work to defend and strengthen civil rights and civil liberties.

Commitment to diversity and inclusion. Respect for differences in race, ethnicity, age, sexual orientation, gender identity, religion, ability, and socio-economic background.

Key Performance Indicators

Reliability, responsiveness, and proactivity in providing administrative support to the Communications department.

Timeliness and accuracy in scheduling, preparation and production of materials, invoice processing, and completion of project-specific tasks.

Accuracy in maintenance of press lists and tracking of media interactions.

Effectiveness in handling communications event logistics.

Effectiveness in coordination with production vendors toward delivery of quality and timely materials.
Effectiveness in coordination and collaboration with ACLUM and National ACLU colleagues, as well as vendors and other third-party stakeholders.

Other Requirements

Frequent written and verbal communication.
Extensive reading, preparing, and analyzing information in hard-copy and electronic format.
Frequent and extended periods of being in a stationary position, in an office environment, and outdoor venues.
Frequent transporting and handling of light packages, as well as manipulating small office and communications equipment.
Periodic need to set up small office equipment, manipulate equipment settings, reach shelves and cabinets, and configure meeting room furniture.
Ability to frequently and independently travel to various locations across Massachusetts.
Flexibility to accommodate work outside of regular business hours when needed, including early mornings, evenings, and weekends.

Compensation

Salary range for this position is $66,000 to $72,000 with consideration for and commensurate with direct experience. Benefits include 401(k) plan plus employer match, medical and dental insurance, and
paid vacation and holidays. Reimbursement for mileage may be provided in accordance with ACLUM
policies, when applicable.

About the ACLU of Massachusetts

The ACLU of Massachusetts (ACLUM) was founded in 1920 and is an affiliate of the American Civil Liberties Union (ACLU), a nationwide, non-profit, non-partisan membership organization that works to preserve and expand the freedoms guaranteed by the Bill of Rights. Through strategies of litigation, advocacy, public education, and grassroots activism, we strengthen and expand public understanding of racial justice, juvenile justice, LGBTQ rights (including equal marriage), women's rights, criminal justice issues, equal opportunity, free speech and assembly, privacy rights, religious liberty, students' rights, voting rights, and reproductive rights. ACLUM staff are unionized and this position will be within the bargaining unit.

ACLUM is an equal opportunity employer and encourages women, people of color, persons with disabilities, queer people, and formerly incarcerated people to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

This position will be based in Boston, MA and eligible for a hybrid work schedule, being in-person an average of three days per week, with the ability to be in the office on any given day as needed and assigned. ACLUM has a Covid-19 vaccine mandate, and candidates receiving a job offer will be required to show proof of being fully vaccinated against COVID-19 prior to commencing employment. Exemptions to this requirement will be considered on a case-by-case basis in accordance with applicable law. Applicants should be aware that fully remote work will not be deemed a reasonable accommodation.

TO APPLY: Applicants for this position should submit a resume, cover letter that best expresses their interest and unique qualifications, and three references (two former or current direct supervisors plus one colleague or peer). Applications will be reviewed on a rolling basis and will be accepted until the position is filled.

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