Communications Assistant

WHAT DOES A COMMUNICATIONS ASSISTANT DO?

Published: July 31, 2024 - The Communications Assistant provides full support for internal and external communications across five offices. Involves creating innovative campaigns from business stories and supporting integrated communications activities. Develops strong relationships with stakeholders and manages both internal and external media campaigns effectively.

• News Monitoring: Monitor news and media daily to inform strategy and uncover opportunities for communications activities.
• Proofreading: Proofread and edited news releases, public statements, and social media posts while maintaining high editorial standards.
• Impact Measurement: Measure and report the impact of communications and campaigns through earned, owned and social media channels.
• Editorial Calendar Management: Maintain an editorial calendar for social media and other owned media.
• File Organization: Organize files and folders of communications-related assets and documents.
• Event Support: Support the team in the preparation and execution of press conferences and events.
• Administrative Support: Support various requests from communications staff, such as presentation development, travel logistics, vendor coordination, and handling internal processes, among other tasks.
• Media Blasts: Preparing media blasts and responding to information requests
• Communication Strategy: Assisting lab members with general communication strategies
• Travel Booking: Book travel and accommodation for the senior management team

2. Communications Assistant Details

• Communications Plan Support: Contribute to the ongoing development and delivery of the charity's Communications Plan, with particular emphasis on supporting the Communications Manager with administrative tasks.
• Database Maintenance: Accurately maintain databases of activity and analytics to monitor the success of online and print communications.
• Content Performance Assistance: Assist with ensuring effective and high‑performing content is shared via newsletters, digital communications on social media and website, and via email.
• Event Support: Support on‑ground delivery of communications activities and events such as media photocalls and activity launches.
• Project and Administrative Support: Provide project, administrative, and communications support including assisting with the production of reports and internal briefings.
• Policy Adherence: Familiarize yourself with and adhere to all internal policies and procedures.
• Health and Safety Compliance: Ensure compliance with the company's Health and Safety policy.
• Equal Opportunities Observance: Observe the company's Equal Opportunities Policy. AAI EmployAbility is committed to promoting equality in all its activities and aims to provide opportunities free from discrimination and unfair treatment.
• Blog and Press Release Drafting: Drafting blog posts and press releases for web.
• Social Media Management: Maintaining a presence on social media and managing social media accounts.
• Social Media Management: Work with colleagues to stimulate content for Twitter, LinkedIn (and other social media) posts and manage the IAWM social media accounts
• Data Analysis: Collate data from social media analytics to contribute to reports
• CRM Management: Collate data from the CRM system to contribute to reports
• Event Support: Provide assistance on event days and manage the CRM system
• Content Creation: Support/contribute to the creation and upload of content to the website including written copy and video editing
• Website Analytics: Collate data from website analytics on site/blog engagements to contribute to reports
• Survey Management: Assist with/manage the creation, conduct, and analysis of surveys and creation of reports
• Response Data Analysis: Collate response and analytics data to contribute to reports
• Administrative Support: Meeting and travel arrangements, and minute taking
• Record Keeping: Maintain a record of past communications and success in the market
• Sales Presentation: Present products and services to new potential customers
• Diary Planning: Support the Office Manager with planning the diaries of the Directors based in head office

4. Program & Communications Assistant Accountabilities

• Website Content Writing: Writing stories for the PROTECT website at
• Social Media Management: Managing and writing content for PROTECT social media accounts.
• Graphics and Design Assistance: Assisting with graphics, design, and content for products such as newsletters, reports, and social media posts.
• Meeting Coordination: Scheduling meetings, taking and distributing meeting minutes, and maintaining center/director calendars.
• Event and Travel Support: Supporting event planning and making travel arrangements.
• Supply Management: Purchasing office and research/lab supplies.
• Visitor Reception: Greeting visitors and directing them to the appropriate PROTECT office.
• Report Compilation Support: Supporting compilation of materials for annual reports or proposals to funding agencies.

5. WLPGA Communications Assistant Functions

• Event Collateral Coordination: Coordinate preparation of event collateral, design of certain elements.
• Speaker Coordination: Coordinate event speakers ahead of the event and on‑site (includes confirming presence, managing the pre‑meetings).
• Side Event Planning: Coordinate the planning & all requirements of side events (Global Technology Conference, Development Conference).
• Media Partner Management: Manage the event media partners.
• Content Creation for Newsletters: Create and collect content for the event newsletters (pre‑event and onsite).
• Event Task Management: Manage the overall event task schedule with external supplier & take minutes of meetings.
• Visual Design Creation: Creation of various event visuals.
• Website Content Management: Updating multiple websites and assisting with the creation of new content.

6. Communications Assistant Job Description

• Business and Marketing Reporting: Produce detailed business and marketing reports and presentations, event materials, branded materials, training resources, and other items.
• Content Design and Production: Produce quality designs and visually appealing content using various mediums including print, web, slideshow, photo, video, etc.
• Content Organization and Data Management: Gather information and organize content/data in a clear/concise manner (includes data entry and aggregation in Microsoft Excel).
• Content Review and Strategy Alignment: Make routine edits, proofread content, double‑check figures, and ensure alignment with the overall strategy.
• Document Management: Maintain and organize copies of draft/final materials (Print, collate, and bind documents as necessary).
• Collaborative Relationship Building: Establish and maintain a highly collaborative working relationship with individuals throughout the organization.
• Brand Promotion: Positively and proactively promote RSUI’s culture, brand, and the individuality of its various business units.
• Clerical and Technical Support: Provide clerical and technical support.
• Graphic Design Support: Assist with graphic and infographic design and maintaining email lists.
• Marketing Material Proofreading: Assist with the proofreading of marketing materials.
• Event Planning and Management: Effectively plan, organize and, where appropriate, implement functions/events/conferences within budget.
• Communication Management: Support the management and responsibility of all communication measures of one of the leading technology think tanks in Germany in day-to-day business, e.g. coordination of the internal content group by moderating appointments as well as controlling the weekly publication of posts.
• Social Media Management: Independent and proactive work in the area of social media through planning, preparation, organization, recording, and execution as well as the moderation of meetings to control the holistic campaign management and to focus the PR campaigns.
• Content Creation: Creation, development, and completion of BlogPosts with the respective COREmembers.
• Administrative Support: Organizational and administrative tasks, e.g. sending white papers by post and e‑mail, necessary research of relevant addresses for postal dispatch.
• Event Preparation: Punctual preparation and dispatch of all necessary documents for conferences as well as decision papers, presentations and minutes, preparation and coordination of Christmas card dispatch.
• Technical Assistance: Provide technical assistance during OSVRSE Zoom, Microsoft Teams, and Adobe Connect sessions including helping with set‑up, monitoring chat discussions, facilitating breakout rooms, etc.
• Graphic Design: Assist with the creation of social media content and other office communications. Assist with the creation of graphics for promotional material and related information.
• Brand Strategy: Develop materials that are in line with the branding of the product. Develop strategies to communicate the brand message to the correct target market.

8. Communications Assistant Details and Accountabilities

• Comprehensive Communication Support: Provide full support for both internal and external communications activity across the five offices.
• Story Mining and Campaign Development: Involve mining for stories from within the business and turning these into innovative and creative campaigns that will appeal to people and local media.
• Cross-Service Collaboration: Working across all service lines locally - Assurance, Consulting, Tax, and Strategy and Transactions (SaT).
• Integrated Campaign Support: Work on a varied portfolio to support integrated campaigns and communications activities that support brand and purpose.
• Internal Communications Development: Establish and deliver new internal communications channels as well as maintaining and contributing to existing channels.
• Local Media Campaign Support: Support local media campaigns and have the ability to manage priorities and flex writing style to suit both internal and external audiences.
• Stakeholder Relationship Development: Develop strong relationships with internal and external stakeholders, such as regional partners, marketing, and business development teams, and local media.
• Social Media Expansion Assistance: Assist with extending the company’s presence on social media.
• Action Plan Execution Assistance: Assisting in the execution of annual action plans, based on the eu‑LISA Communication Strategies and related policies.
• Social Media and Web Maintenance: Assisting in maintaining and developing the eu‑LISA social media accounts, website, and intranet.
• Content Management: Gathering, drafting, proofing, and publishing updated content and images on digital platforms.
• Newsletter Production: Contributing to preparing the layout and drafting the content for the eu‑LISA external online Newsletter.
• Website Analytics: Regularly reviewing website statistics, monitoring and analyzing site performance (usage and traffic levels) and preparing draft reports.
• User Support Management: Addressing potential user complaints and managing online registration.
• Communication Repository Management: Assisting in systematizing and enlarging eu‑LISA repositories for communication-related visuals, photos, videos, and contact lists.
• Event Organization Support: Assisting in the organization of eu‑LISA corporate visibility events and/or governance meetings.
• Feedback Analysis: Gathering feedback and preparing draft satisfaction surveys.
• Website Creation Support: Supporting the creation of separate websites or webpages for individual events and/or actions.
• Internal and External Communication Writing: Writing articles for external and internal company communications.
• Media Opportunity Research: Research and identify new potential media opportunities whose audience aligns with product positioning.
• PR Database Management: Build press contact info and maintain the PR database.
• Influencer Outreach Strategy: Strategize, execute influencer/media outreach, negotiation, and campaign activations.
• PR and Social Media Coordination: Work closely with the social media team and community to generate new PR outreach efforts.
• Product Understanding Collaboration: Work closely with the product team to understand products.
• Creative PR Writing: Creative PR content writing, including pitch emails, press releases, product content, etc.
• Media Engagement: Engage with prospective media/influencers via outreach campaigns.
• Media Relationship Development: Develop, build, and maintain strong relationships with all relevant top‑tier media.
• Campaign Evaluation Assistance: Assist in the preparations, impact monitoring, and evaluation of the communication and outreach campaigns in cooperation with external service providers.
• Ad Hoc Support: Assist in other areas of the work of eu‑LISA, according to the needs and priorities of the Agency.
• Content Gathering for Communication: Assist the Communications Manager with gathering video footage, photos, and stories from the projects to feature in the company monthly newsletter.