Communications Assistant

The Boston Foundation

Job Description

The Boston Foundation believes that one of the great strengths of the Greater Boston community is the rich diversity of its residents in race, religion, national origin, ethnicity, sex, sexual orientation, gender identity, genetic information, age and physical abilities. The Foundation seeks to enhance and support that diversity, not only by its grant making, but also by adopting and implementing employment policies and practices designed to recognize and respond to such diversity.
 
The Boston Foundation is an Equal Opportunity Employer. We encourage applications from people with diverse backgrounds and experience. 
 
All applications should be submitted online. Go to https://www.tbf.org/who-we-are/careers and select “Communications Assistant” to complete our online application process.
 
Job Description
 Title: Communications Assistant
Department: Communications
Reports To: Manager of Special Projects, Communications & Public Affairs
FLSA Classification: Nonexempt   FTE: 1
Supervises: None
 
Position Summary:
The Communications Assistant, under the direction of the Manager of Special Projects, is responsible for data management and internal communication. In addition, the Communication Assistant provides organizational and logistical support to the Communications team and Latino Equity Fund (LEF), with specific attention to data management and internal communication. The range of activities requires both the ability to manage a proactive and time sensitive work schedule on an independent basis as well as the ability to be part of a team.
 
Essential Functions:
  • Administrative support for Communications Department staff & LEF Director- Assists with calendars, schedules and appointment management; Processes and submits expense reports and department invoices as needed; and provides general administrative support to other department team members as requested; Coordinates, sometimes in conjunction with other staff, internal and external meetings, convenings, conferences and special events; 
  • Database administrator- responsible for maintaining data integrity of Communications Department mailing lists with up-to-date contact information and assisting members of the team with logging meetings within SalesForce; 
  • Mailings Coordinator- works with the Associate Vice President of Communications and Senior Marketing Manager to build appropriate distribution lists, producing and organizing various materials for mailings (including newsletters, invitations, reports, etc), and handling logistics of large-scale mailings with mail-house;
  • Publications supervisor- responsible for maintaining inventory of all Foundation publications, refilling display rack in lobby, and organizing report shelf for staff, and fulfilling requests for materials from internal staff and outside partners;
  • Event support- Assists with occasional events in the mornings (prior to 9:00am) and evenings (after 5:00pm); and
  • Archive Management- work with the Associate Vice President of Communications and Technology Team to create an image library for staff access.
 
 
Other Duties and Responsibilities:
  • Individuals assigned to this position may perform other duties as assigned.
 
Qualifications
Preparation, Knowledge, Previous Experience:
  • Associates degree or equivalent experience; and
  • At least 2 years related work experience. 
Skills, Abilities, Competencies:
 
  • Familiarity with and/or interest in the non-profit sector, development, and/or non-profit management;
  • Excellent demonstrated administrative, organizational and calendar management skills;
  • Strong organizational skills and impeccable attention to detail and accuracy;
  • Customer service orientation;
  • Excellent written and verbal communication skills;
  • Participatory work style; team player and sense of humor; ability to give and receive constructive feedback;
  • Ability to handle confidential matters in a discreet manner;
  • Excellent proofreading and editing skills;
  • A self-starter with a professional and mature interpersonal style, ability to interact well with a diverse range of people;
  • Ability to adjust work activity to various management styles;
  • Strong knowledge of and experience with setting up and hosting Zoom meetings;
  • Demonstrated expertise with Microsoft Office products - especially Word, Excel, Outlook and Power Point;
  • Demonstrated expertise in data management and reporting skills; database experience in Salesforce strongly preferred;
  • A can-do and will-do attitude, i.e. no task is too high level nor too basic;
  • Ability to prioritize tasks and meet organizational deadlines;
  • Willingness and ability to handle confidential information;
  • Commitment to contributing to an overall organizational culture of learning and wellbeing; and
  • Preference for an awareness, understanding, and connection to the Boston community.
 
Working Conditions & Physical Demands:
  • Ability to work at workstation for long periods of time;
  • Ability to work on site and/or remotely, as required;
  • Ability to use a keyboard for extended periods of time; and
  • Ability to lift and carry up to 25 pounds, occasionally.
 
 
 
The content is intended to describe the general nature and level of work being performed by persons assigned to this job.  It is not intended to constitute an exhaustive list of all responsibilities and duties required.
 
External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation.  Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.
 
This job description is intended to be general and may be revised from time to time.  At management’s discretion, the employee may be assigned different or additional duties from time to time.
11/2021