Communications Administrator

ACLU of Massachusetts • Boston, MA

8d • $66,000 - $72,000 • Hybrid

About The Position

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.

Requirements

• 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.
• 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.

Nice To Haves

• Experience with Asana, WordPress, and Meltwater a plus.

Responsibilities

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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed