Communications/Media Assistant - National Academy of Engineering

ESSENTIAL JOB DUTIES:

Outreach and Communications (50%)

1. Assist with the preparation and execution of events/conferences, including logistics, materials, and provide onsite support if needed.

2. Schedule meetings for the Director and manage daily administrative operations of the Office of Outreach and Communications.

3. Assist with scheduling travel for the Director and team members, process invoices and travel reimbursement.

4. Research, draft, edit, and fact-check content for communications materials, including reports, presentations, publications, meeting materials, newsletters, social media, press releases, and website content.

5. Maintain records, files, team calendars, project timelines, and contact databases.

6. Respond to inquiries and provide timely, accurate information to internal and external stakeholders.

7. Monitor workflow and allocate resources to ensure operational efficiency.

8. Support special projects and strategic initiatives.

Awards Program Support (50%)

1. Provides administrative support to the NAE awards program of three prizes and four awards; assists with the online nomination process; assists with planning the annual awards gala and event coordination, assists with the NAE annual meeting, and provides input on the awards program marketing initiatives.

2. Provides administrative support to awards selection committees: arranges conference calls, prepares background material, analyses, and correspondence; assists with updating web pages; and assists with efforts to generate nominations.

3. Coordinates travel and logistical arrangements for committee meetings and ceremonies, coordinates meeting space, equipment, and catering needs; coordinates arrangements with travel agency and makes hotel reservations; maintains invitation lists and responses using Excel; and processes order for certificates and medals.

4. Coordinate financial submissions: processes invoices, purchase orders, and travel expenses, tracks submissions from travelers and vendors to ensure timely payment of expenses; and responds to internal inquiries regarding financial submissions.

5. Provides general administrative support; responds to general inquiries from Academy members and the public; updates public web pages and correspondence; maintains databases, e-mail lists, tracking reports, and electronic files; provides administrator support for online nomination database; processes mailings and ad hoc communications; and supports special projects.

NONESSENTIAL JOB DUTIES

*Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Strong organizational and time management skills; able to prioritize and manage multiple projects. Excellent writing, editing, and verbal communication abilities. Ability to exercise sound judgment, discretion, and confidentiality in all matters. Strong problem-solving skills and ability to manage complex or sensitive issues. Thorough knowledge of office management practices and workflow coordination. Proficiency with Microsoft Office Suite and collaboration tools; familiarity with databases and content management systems a plus. Team player with strong interpersonal skills and ability to build relationships across departments. Ability to work independently with minimal supervision, while also contributing to team efforts. Capacity to assist with staff training and provide support to colleagues.

Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.

Minimum Experience: Three years of clerical and/or administrative experience.

Physical Capabilities: Ability to work at a computer for extended periods of time.