Marketing and Communications Senior Assistant

Austin, TX

With world attention focused on both the environment and the economy, Environmental Defense Fund (EDF) is where policymakers and business leaders turn for win-win solutions. This leading green group, with programs from Boston to Beijing, has tripled in size over the past decade by focusing on strong science, uncommon partnerships and market-based approaches. You can be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and a focus on results are a way of life. 

Overall Function

The Marketing and Communications Senior Assistant will provide vital department and administrative support to the Oil and Gas Marketing and Communications (MarComm) team. He/she will work to develop and implement efficient protocols for project tracking, scheduling, correspondence, budget coding/expenses, invoicing, team coordination, and meeting and event planning. His/hers primary responsibilities will be administrative, but he/she will also support associated MarComm tasks where appropriate. He/she will report to the Oil & Gas Communications Director. This position will provide varying levels of administrative support to all oil and gas MarComm team members.

Key Responsibilities

• Manage calendars, schedule individual and team meetings, appointments, and conference calls (often across various time zones domestically and internationally) and manage booking of associated conference rooms and/or conference phone lines.
• Process expense reports, invoices, and AmEx statements for several MarComm staff; work with Finance and MarComm staff to ensure project codes and proposal numbers are used appropriately to track expenses as needed.
• Manage the coordination, development, and tracking of consulting contracts and grant agreements; ensure EDF internal policies and processes are followed, and work with Finance to ensure payments are made.
• Work with Finance to maintain the MarComm oil and gas budget.
• Track, manage and streamline media subscriptions and dues in coordination with other key departmental staff.
• Track, manage and help key staff report on the value of the Marcomm’s paid advertising spend.
• Maintain and update file libraries/archives including proactively managing and improving Project Spaces, Dropbox, and/or other platforms for managing program files.
• Broadly lend support to staff where needed and tackle special projects where appropriate.
• Manage task lists, help organize project execution and track deliverables and next steps from meetings and workshops; interact across departments to keep projects on track.
• Photocopy, fax and mail materials as needed and be available and ready to support various on-site needs.
• Actively stay up to date on team workflows; coordinate and disseminate information within and across teams, including via written materials where appropriate; actively work to improve systems, operations, procedures, and processes.
• Act as a liaison where appropriate between MarComm and internal departments/external partners.
• Take on special projects including initiatives to improve communications, project development and efficiency between MarComm and other EDF programs or departments.
• Attend internal and external meetings to take notes and document and track key takeaways, next steps, and resource or research needs.
• Coordinate and make travel arrangements for multiple staff members, as needed, while anticipating and proactively resolving scheduling or logistical conflicts.
• Lead, coordinate, organize and execute the planning of MarComm internal and external events including travel, meeting logistics, e.g., meeting space, food, etc., and material development, e.g., agendas.

Qualifications

• Bachelor’s degree, or at least 2 years equivalent work experience.
• A proven track record of excellence in administrative and logistical support.
• High level of organizational and logistical skills and extremely detail-oriented.
• Proactive self-starter with a strong ability to anticipate logistical needs, quickly resolve issues or conflicts and to think ahead to meet the needs of staff for successful results.
• Ability to track multiple projects, execute on complex and detailed logistics and manage workflows of a team towards a deadline.
• Ability to be responsive to and juggle multiple tasks in a fast-paced and high-pressure environment, manage last-minute changes, and remain calm and focused.
• Strong research skills
• Ability to oversee, coordinate, and execute projects with a high level of accuracy.
• Ability to work independently while managing multiple tasks and to prioritize requests from several staff.
• Proficiency in Microsoft Office (Outlook, Excel, Word, Power Point) and Adobe software programs.
• Excellent writing, proofreading and clerical skills.
• Interest in the non-profit sector, environmental issues, and communications preferred.

Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.