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Administrative Assistant, Communications (Temporary)

Title:                        Administrative Assistant, Communications (Temporary)

Reports to:              Vice President, Communications

Job Summary:        The Administrative Assistant to the Vice President of Communications is responsible for all clerical and administrative support of the Communications department. This includes managing schedules, coordinating travel and events, handling expense reports, and ensuring that the entire office is well organized, adequately resourced, and prepared to carry out its daily tasks. Additionally, the Administrative Assistant will be available to assist department directors with administrative needs and help on communications projects.

Job Duties:

  • Manages the Vice President’s schedule and calendar.
  • Coordinates Communications department completion of quarterly reports, expense reports, personnel requests, intern onboarding.
  • Arranges transportation for the Vice President, and assists with department directors.
  • Coordinates events/meetings/lunches, etc. for the Vice President.
  • Builds strong relationships with other Heritage departments to improve coordination.
  • Orders and maintains stock of office supplies.
  • Assists with the preparation and monitoring of the department budgets.
  • Serves as liaison with Accounting, preparing expense reports for directors and assuring timely preparation and processing of invoices.
  • Assists in training and supervision of interns.
  • Serves as liaison with Workplace Solutions to oversee upkeep of office, office space for new staff, equipment, supplies, printing, maintenance and other services.
  • Provides general support such as sorting mail, answering calls, maintaining files, fielding questions.
  • Compiles content and formats internal reports on Communications activities.

Skill Factors:

Education:                   Bachelor’s degree

Experience:                 1-3 years of related experience

Communication:          Excellent verbal, writing, and editing skills; mastery of English language and composition.

Computer Skills:         Proficient in Microsoft Word, Excel, and Outlook

Special Skills/Requirements:  

  • Understand and support the Heritage mission and vision for America, and the team’s goals and objectives.
  • Experience working in and a strong commitment to creating a high-performance, results-driven culture.
  • Commitment to getting the job done and willingness to work hours required.
  • Demonstrate an interest in public policy, strategy, and project management execution.
  • Outstanding attention to detail.
  • Ability to work with teams large and small as well as coordinating projects and campaigns.
  • Mature and discreet.
  • Hard working, resourceful, creative, and organized with the ability to meet tight deadlines.
  • Strong verbal and written communication skills, excellent interpersonal skills.
  • Ability to provide and receive direction and feedback.
  • Typing and notetaking.
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