Communications & Marketing Assistant
The Elizabeth Glaser Pediatric AIDS Foundation - Washington, DC

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This position provides project and administrative support to the Media Communications and Editorial Services Director and the Brand Management and Interactive Services Director and to the Communications team as needed. This individual plays a key role in determining priorities and managing workflow and deliverables in order to bring together the various administrative, support, and strategic functions in a cohesive manner. This position will report primarily to the Director of Media Communications and Editorial Services, but his/her workplan and time will be allocated as agreed by both Directors.

Essential Duties and Responsibilities

Administrative Support

Manage, organize, and maintain schedule for both directors

Manage Directors’ calendars and assist the Directors in external meetings , with Foundation staff, SLT and GLT, sponsors, consultants, prospective partners, and other key groups or individuals

Coordinate and develop department materials in preparation for board meetings, outside events, and all internal meetings

Prepare travel arrangements and logistics for all domestic and international travel, including all hotel and transportation arrangements, expense reimbursements, and day-to-day schedules

Support Project management through Communications departmental calendars (editorial and online), “to do” lists, and management of deliverables from Directors and other staff members internally, to other departments, country offices, and EVP.

Provide editorial support to ensure fact sheets and other publications are updated regularly and accessible to Foundation staff

Manage communications materials requests and offsite records requests

Maintain records of photo releases and other legal documents

Schedule and coordinate meetings and conference calls

Liaise with external vendors to develop branded materials for events, conferences, etc.

Manage editorial and design award applications process

Research and Writing

Complete special projects on communications topics as assigned by the Directors

Assist in writing fact sheets and other communications/marketing materials as needed

As assigned, attend hearings, briefings, coalition meetings, and events. Take notes and summarize for distribution

Event Planning and Follow-Up

Assist in planning of key Communications events

Prepare and distribute briefing and background materials to Foundation event participants, to include Foundation Senior staff, support staff, and Foundation Ambassadors

Office Management

Understand functions and duties of each staff person in the departments and keep up-to-date on department activities and events to be able to answer questions on these matters

Assemble and distribute all information folders and fact sheets

Process incoming and outgoing mail as needed

Knowledge, Skills and Abilities

Bachelor’s Degree preferred

1-2 yrs relevant experience required

Ability to work independently and to initiate activities proactively

Excellent organizational skills

Excellent written and oral communication skills

Strong computer skills

Proven people skills necessary

Strong interest in communications, media, or marketing a plus