Context: Provides general administrative and programmatic support for the Communications Department, including Executive support for the Communications Director. Handles information related to confidential and sensitive matters, including personnel actions, program budgets, bargaining, labor, and management strategy.
Scope: The Department Coordinator works directly with the National Press Secretary, Deputy Communications Directors, and Communications Director to support daily administration of the Communications Department providing general operating, programmatic and administrative support including: attending leadership meetings and taking notes, scheduling, management and coordination of department specific systems (ie: Media Database), meeting and event planning, record keeping, coordinating trainings, and serving as point of contact for the department. The Department Coordinator also coordinates and completes updates to department pages on Sierra Club’s intranet, Campfire.
- Serves as executive assistant to the Communications Director. Maintains and coordinates the Executive’s Google Calendar for efficiency and time management. Coordinates meeting schedules, logistics and agendas including setting up video and telephone conference calls, note taking during meetings, documenting and filing systems, and other day-to-day. Processes incoming and outgoing mail, assists with task lists, helps to prioritize and respond to emails, and ensures timely response to urgent inquiries. Books and coordinates all executive travel.
- Participates in confidential leadership meetings, organizes agendas and documents, takes notes, and tracks action items. Assists with the preparation of confidential reports that include analysis of proposed changes to department structure and staffing levels.
- Provides administrative support for the department, including, but not limited to: tracking assigned budgets, receiving and reviewing reimbursement requests and expense reporting on behalf of the Director, purchasing supplies, receiving and distributing mail, confirming travel logistics, and working with the Operations Department to develop contracts and process invoices with outside vendors.
- Coordinates regular record-keeping and organization of internal department documents, policies and procedures (primarily Google Docs, Google Sites and Campfire), as well as maintenance of department listservs, subscriptions for publications, shared calendars, Google groups and other internal communications systems. Serves as the Department’s Record Retention representative following policies and procedures set forth by General Counsel.
- Performs research on special projects and compiles reports and presentations, as directed by the Communications Director and/or senior leadership. May require coordination with senior staff and other departments/teams.
- Coordinates incoming inquiries and manages requests through the Media Line at specified times, directing callers to the appropriate team members and ensuring timely response rates.
- Provides support, scheduling assistance, and logistical coordination in the execution of department activities, including events, trainings, conferences, offsite meetings, retreats, donor events, and related activities.
- Supports Senior Managers in ensuring effective onboarding and training of new staff.
- Assists the Creative team and Creative Director by overseeing the creative queue, ensuring projects are prioritized and delivered on time. Works with Operations Manager to confirm budgets and assist with the creation, management, tracking and distribution of department swag.
- Performs miscellaneous duties as required, including, but not limited to, managing calendar gratis distribution program and managing department vacation schedules.
- At least 2-3 years’ experience working in a comparable administrative or program assistant role. Experience with event planning helpful.
- Excellent written and verbal communication skills, including spelling, grammar, punctuation and composition skills, including the ability to give and receive positive and constructive feedback.
- Exceptional organizational skills and ability to work effectively in fast-paced office environment.
- Proficient with Microsoft Office applications and Google Drive and Google Calendar, as well as a quick learner of new applications and programs.
- Ability to use tact and diplomacy in dealing with confidential or emotionally-charged matters. Ability to interact cooperatively with a wide range of constituents. Ability to manage sensitive phone calls and correspondence effectively.
- Sound judgment and initiative so that senior managers needs can be assessed and served to maximize effectiveness and manage time wisely.
- Reliability, loyalty, discretion and a good sense of humor.
The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.