As an integral part of Ocean Conservancy’s Communications team, the Assistant plays a central role in supporting the Vice President of Communications and actively engaging with the Executive Office; monitoring and evaluating media outreach; and maintaining the organizational communications calendar.
This position is part of a smart, creative and fun team. Communications is a priority for Ocean Conservancy’s leadership and valued throughout our organization. This position works closely with teams on the ground from Alaska to Florida and in partnership with the Development, Digital and Government Relations teams. As with all Communications positions, when opportunities arise, Communications staffers must be able to respond. That may be outside of the typical work day.
- Manages the Vice President’s calendar and inbox.
- Organizes meetings and coordinates the day-to-day schedule of the Vice President, in coordination with the rest of the senior leadership team, especially the Executive Office.
- Provides administrative support to the Vice President. This includes processing invoices, managing expenses monthly expense reports, making travel arrangements, and coordinating with outside consultants.
- Coordinates with Ocean Conservancy staff to ensure preparation, production, and distribution of background and briefing materials, binders, and itineraries related to meetings, presentations, conferences, and travel for the Vice President.
- Create, update and maintain media lists on Cision. Helps with media materials distribution. Ensures database accuracy. Creates briefing materials on relevant journalists. Generates media reports as needed.
- Monitor Ocean Conservancy media coverage and highlight relevant stories. Schedules Communication team meetings and functions as the primary note-taker. Sets up audio visual/technology as needed.
- Assists with creating of communication collateral ranging from statements, blogs, draft social media language to presentations and photo research.
- Assists with event planning including compiling invitation lists, mailing invitations, tracking responses, creating name tags, preparing background information, event support and assisting with follow-up.
- Performs other tasks as assigned.
- Minimum of two years of experience supporting a senior executive, preferably in a public relations or media related firm/organization.
- Highly discrete and able to be trusted with confidential information relating to the organization and its staff.
- Ability to execute projects in a timely manner and manage priorities accordingly.
- In-depth knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and fluency in mail merges.
- Strong interpersonal, verbal and written communication skills, including knowledge of correct grammar and syntax, as well as the ability to effectively communicate with a variety of audiences.
- Excellent proofreading and editing skills.
- Graphic design skills welcomed.
- Demonstrated ability to work collaboratively and function as part of a team.
- Demonstrates initiative, creativity, patience for shifting priorities, and commitment.
- Passion for providing proactive, meticulous administrative support in service to the organization’s mission.
- Ability to work unscheduled evenings and weekends as needed.
- Ability to travel as needed.
- College degree preferred.
To be considered for this position, interested candidates may submit a resume and cover letter to email@example.com. Please note position title and #19-14 in the subject line.
Ocean Conservancy is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, sex, handicap, pregnancy, sexual orientation, gender identity, or veteran status. Ocean Conservancy is continually seeking to diversify its staff, particularly to broaden opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy.
Ocean Conservancy is an equal opportunity employer.