Communications Administrator (Finance)

Summary:

The Communications Administrator is part of an integrated corporate communications, marketing, and public relations team. This position will provide administrative support to the entire department to support day-to-day operations. Discretion and diplomacy are required of the Communications Administrator as this position may handle confidential and sensitive information.

Salary:

Annual salary rate begins at $58,810.00. Mid range at $73,513.00. Actual starting rate will be commensurate with experience and education.

Essential Duties:

General Administrative Support

• Communicates and collaborates effectively with all levels of team members, cross-functional teams, and external contacts in a rapidly growing environment.
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and adjusting plans. Research and compiles data for projects and makes recommendations to improve progress of projects.
• Works closely with Admin support team in coordinating special meetings and/or projects as directed by the executive staff.

• Assists with travel arrangements including preparing itineraries, confirming lodging and transportation, and processing travel expense reports.
• Schedules calls and meetings with internal and external stakeholders, including arranging meeting logistics and catering when needed.
• Responsible for calendar management requiring interaction with both internal and external executives and assistants to coordinate a variety of executive level meetings.
• Acts as MHM's representative, to include interaction with internal and external stakeholders.
• Take notes and/or meeting minutes in a manner equal to our professional standards and actively participates in department meetings or other convenings with internal/external stakeholders as needed.

• Able to write, develop and send correspondence on behalf of the executive.

• Supports departmental budget by tracking expenses, scanning invoices, data entry into e-Requester and Concur systems, submitting purchase orders and payment requests, and processing reimbursements.
• Assists with monthly credit cardholder statement review and reconciliation of receipts.
• Supports organizational special events with coordination of logistics, working with sales and catering vendors, scheduling internal stakeholders and executives, and serving as a primary point of contact for select stakeholders.
• Assists in acclimating new department team members and interns to organizational processes and procedures.
• Demonstrates agility to adapt to changing priorities, objectives, and situations.
• Works effectively both independently and with team members to achieve departmental results.

Department Specific Support

• Manages and oversees marketing/PR promotional items and materials and equipment, ordering and stocking supplies, and coordinating with management and vendors as needed.
• Assists with desktop publishing of business materials such as internal memos, agenda and Power Point templates.
• Assists with drafting commitment letters for corporate sponsorships and vendor communications as needed.
• Processes corporate sponsorship requests and oversees payment process to ensure timely payment to beneficiaries and reconciliation with sponsorship budget.
• Supports data collection for tracking projects and performance KPIs from a variety of internal/external sources, and helps to prepare reports, presentations and other related materials for presentation of results.
• Supports the development and deployment of internal and external surveys using a variety of online survey tools.
• Supports film production through coordination of logistics, scheduling interviews with internal/external stakeholders and assisting with securing sites, filing and auditing photo consent forms and onsite filming support as needed.
• Supports community outreach activities, organizational special events and initiatives as needed.
• Supports planning and execution of departmental special events and initiatives.
• Performs other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school or general education diploma (GED) required. Minimum of three years of experience in administrative support role or event coordination with executive, senior level management required. Associates and/or bachelor's degree in business administration, communications, public relations or marketing is preferred. Experience supporting public relations, marketing projects or corporate philanthropy is preferred.

Must have strong analytical and organizational skills. Proficient in Microsoft Office Suite and Google Suite. Strong attention to detail and ability to multi-task efficiently. Excellent communication and interpersonal skills to be able to build relationships and to engage with internal and external stakeholders.

Certificates, Licenses, Registrations:

None required, but any relevant certifications or licenses in business administration, marketing or public relations would be an asset.

Language Skills:

Must have strong written and verbal communication skills in English. Ability to write reports, develop correspondence, and memos from draft, copy or dictation. Ability to speak effectively and respond to questions from diverse audiences. Fluent in English required, Spanish bilingual preferred.

Reasoning Ability:

Strong critical thinking skills and the ability to define problems, collect data, establish facts, and draw valid conclusions. Must have the ability to think strategically and understand the impact of how activities and communications initiatives affect the organization and its stakeholders.

Ability to navigate, high-pressure interpersonal professional relationships and projects in a fast-paced timeline-while maintaining critical objectivity and confidentiality -to ensure the right people, objectives and tasks are informed, prioritized, and executed upon.

Computer Skills:

Demonstrates advanced working knowledge of Microsoft Office applications. Proficiency with Outlook, PowerPoint, Word, and Excel is required. Knowledge of online survey tools such as Survey Monkey and SmartSheet is strongly preferred as is ability to develop spreadsheets, build graphs, and customize graphics. Experience using Microsoft Office Dynamics and Project would be an asset.

Travel:

Must be available to travel at least 25 % of the time as job duties require, including overnight stays. Must work some evenings, weekends and holidays as job duties may require. Must be able to drive and have access to a vehicle; maintain valid driver's license and auto liability insurance.

Work Environment and Physical Demands:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is exposed to an office environment and community settings having direct contact with people on a regular basis. Position may necessitate bending, stooping, twisting, turning, walking, sitting, and standing for periods of time. Must be able to lift and maneuver up to 25 pounds.