Communications Assistant

TITLE: Communications Assistant DIVISION/DEPARTMENT: Office of Communications REPORTS TO: Senior Vice President, Communications

POSITION SUMMARY:

This position is responsible for handling administrative and operational support for the Senior Vice President, Communications and the Communications Department. The successful candidate must be able to juggle a wide range of duties in a fast-paced environment; anticipate needs and prepare accordingly; maintain department schedules; prioritize multiple competing deadlines; consistently display a professional demeanor; exercise sharp judgement; maintain confidentiality at all times; and enjoy working with a range of people. The communications assistant will be exposed to complex policy, regulatory, safety, security, economic, environmental, operational and consumer topics and will also work with experienced subject matter experts.

DUTIES & RESPONSIBILITIES:

• Manage SVP’s schedule, travel and meeting preparations. Provide needed background, bios and other relevant information needed for events, presentations, etc. in a timely fashion.
• Proactively identify relevant events and add them to the department calendar.
• Schedule, organize and participate in department meetings; prepare comprehensive notes, clearly communicate decisions and action items, track deadlines, follow up with colleagues on outstanding items and elevate overdue tasks or unresolved issues to the appropriate department leader as needed. Monitor relevant industry trends, issues and news coverage across various media platforms; identify and share information pertinent to the Communications Department. Pull and distribute media coverage/clips as requested.
• Coordinate communications-related event planning (e.g., food and beverage, invite/RSVP lists, signage/meeting handouts, logistics) for press conferences, receptions, industry events, media events, member communicator meetings and various other meetings/events.
• Ensure distribution lists and contact lists are updated regularly with current information.
• Manage subscriptions to publications and memberships to organizations, including payment is submitted on time.
• Maintain, update and organize files for the Communications Department.
• Process and track department invoices; process SVP’s expense reports and submit them in a timely manner.
• Distribute publications and mail to appropriate area or person.
• Receive and route telephone calls and correspondence in a professional manner.
• Manage office supplies for department.

• Respond to work-related communications in a timely and professional manner; maintain effective communication with colleagues and department stakeholders; and promptly communicate scheduling conflicts or delays that may affect assigned tasks or deadlines.
• Coordinate assigned projects and administrative tasks, monitor deadlines, follow up on outstanding items and ensure timely completion of deliverables in support of departmental priorities.
• Function as part of a strong, collaborative team, actively engaging with the department’s spokespeople, digital team and social media content team. Perform other related duties and responsibilities as assigned, consistent with the scope and level of the position and the needs of the department.

QUALIFICATIONS

• Must be highly motivated individual who is organized, detail-oriented and desires to work in a dynamic, quickly moving, deadline-driven environment.
• Must have a strong willingness and eagerness to learn.
• Ability to initiate projects and work independently while also being a team player who enjoys working with others.
• Keen attention to detail; have effective project management skills; and be a problem solver who can proactively identify solutions.
• Outstanding interpersonal skills and a professional telephone manner with strong command of the English language, both oral and written.
• Strong Microsoft Office skills, including Outlook. Must be able to use/learn a variety of software programs, including routine website and social media work.
• Bachelor’s degree in communications, journalism, English or relevant field is preferred but not required.

WORK ENVIRONMENT:

If approved by the department supervisor, A4A employees have the option to work from home on Fridays. All employees are expected to work in the office Monday through Thursday. Most workdays are standard hours, but the successful candidate should be reachable as needed to help the team be responsive to media and member carriers; may be asked to work additional hours on occasion.

SALARY INFORMATION:

The annual salary range for this position is $50,000 to $61,000. Typically, new hires are brought into the organization at a salary between the minimum and midpoint for the role, depending on experience, qualifications and internal equity.

COMPETITIVE BENEFITS:

Choice of medical plans plus free life, dental and vision coverage. 401(k) with matching contributions, airline travel privileges, a tuition reimbursement plan and 12 weeks of fully paid parental leave. #J-18808-Ljbffr Airlines for America