Job Description
Positions in this class provide professional, para-professional administrative assistance and coordination activities to the office of Communications and Public Relations division. This employee in this class reviews, prioritizes, and coordinates the work of an administrative superior. Positions in this class work within a general outline of work to be performed, and develops work methods and sequences under general supervision. Essential Duties and Responsibilities The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. Develop and distribute content across multiple channels, including websites, blogs, newsletters, social media, and press releases, ensuring alignment with RRHA’s brand and messaging goals. Serve as the primary contact for media inquiries, coordinate press conferences, and foster relationships with journalists to maintain a positive public image. Photography and video to use for newsletters, website and social media. Oversee social media accounts by creating content, scheduling posts, monitoring engagement, and participating in relevant online conversations to promote the organization. Internal Communications: Facilitate communication within the organization to keep employees informed about company updates, initiatives, and policies. Event Coordination: Plan and execute promotional events, meetings, and presentations to engage stakeholders and enhance public relations. Brand and Messaging Consistency: Uphold brand identity standards across all communications and marketing materials to ensure a cohesive organizational voice. Performance Analysis: Track and report on the effectiveness of communication campaigns using analytics and key performance indicators, adjusting strategies as needed. Screens and distributes incoming mail and telephone calls and responds to and resolves routine issues and complaints; refers remaining issues to appropriate department personnel; keeps a suspense log of required actions/deadlines. Maintains calendar and schedules of activities, meetings, and various other events; set up meetings and appointments; coordinate activities with other departments, the public and outside agencies; coordinate travel arrangements for division Vice President. Ensure that meeting facilities are prepared. Schedule appointments and keeps calendar for division Vice President Serves as the Budget Liaison for the division. Process purchasing information; order and maintain office supplies; resolve errors on orders received and on invoices. Compose correspondence; type and proofread a wide variety of newsletters, letters, reports, memos, and forms. Familiarity with Microsoft Suite of programs to include Word, Excel, Powerpoint, Adobe Acrobat, Teams with the ability to perform tasks such as merging and sorting, integrating text with graphics. Establish, organize and maintain filing systems; maintain inventory records and other department and program files; handle and maintain sensitive and confidential information and records. Provides information about department program, projects, services, and operations to internal and external entities. May attend meetings, take minutes and transcribe as necessary; coordinate and participate in the preparation and process of agendas; ensure that agenda packets are complete including all staff reports and related supporting documents; coordinates the duplication, collation, and distribution of agenda packets. Keeps supervisor informed of significant and important items requiring his/her review or action. Attends meeting on behalf of supervisor or work unit. Serves as liaison between division Vice President and other staff members, transmitting assignments and requesting status information. May provide guidance and direction to other administrative assistants. Reviews work for accuracy, timeliness and conformance with instructions and standard practices; Performs other related work as assigned. Job Competencies Thorough knowledge of office practices and procedures to include confidentiality, discretion, work arounds, chain of command, relationship building, ordering, and other duties as assigned. Considerable knowledge of business English, spelling and punctuation. Considerable knowledge of computer applications including Microsoft Suite (Adobe, Word, Excel, Powerpoint, Publisher, etc. Skill in proofreading and editing correspondence. Skill in organizing workflow and coordinating activities. Skill in typing accurately from rough draft or plain copy. Ability to effectively communicate both