Operations Specialist, Communications

Operations Specialist, Communications

Full-time, Regular

Reports to: Vice President, External Affairs

JOB OBJECTIVE

The Operations Specialist will work closely with the Vice President, External Affairs and the Communications team to optimize workflows and administrative support for the smooth operations of a productive and multifaceted Communications department that encompasses publicity, promotions, branding, design, publications and special events. The Specialist also works closely with the Senior Director of Special Events on event registration. We are seeking an organizational whiz who enjoys working with a creative and busy team and has the drive, expertise, and vision to work for continuous improvement in the way we manage our projects, reporting and systems. The Specialist meets regularly with the Vice President to establish priorities, offer recommendations on improved systems, and evaluate departmental needs.

Mixing great organizational skills with strong communications and team skills, the Specialist will maintain efficient systems within the department; support events through list development, ticketing and hospitality plans; track the departmental budget; coordinate and facilitate department needs with other service departments including Finance, IT and HR; assist other department members with corporate assets; and provide proofreading and writing support. This position will offer excellent customer service to a variety of internal and external stakeholders.

ESSENTIAL FUNCTIONS

  • Provide administrative support to the Vice President and the department.
  • Monitor department budget and spending in consultation with the Vice President; track invoices, troubleshoot issues with Finance department and liaise with vendors as needed.
  • Assist Senior Director of Special Events with development and execution of events. Research invitation lists, manage registrations, ticketing and assist with seating.
  • Perform administrative tasks, including office communications, meeting scheduling, maintaining calendars, and preparing invoices and expense reports.
  • Use good judgement in determining the relative importance and urgency of communications, either forwarding or re-directing to the appropriate staff member, or handling directly.
  • Work with team members on maintaining corporate assets and archival materials.
  • Respond to requests for corporate information with timely, accurate and diplomatic replies.
  • Work with the Vice President and department Senior Directors on recruiting Communications interns seasonally.
  • Participate in special projects and perform other duties as assigned, including (but not limited to) proofreading and editing, photo research, maintaining updates resources and postings of communications collateral, ordering promotional items for public events, and assisting at internal and external events. The specific assignments will be molded to the talents of the incumbent.

SKILLS & ABILITIES REQUIRED

  • Superior organization and administrative skills.
  • Ability to work closely with colleagues in a collaborative manner, and occasionally during high stress situations.
  • Excellent interpersonal skills, ability to interact with a wide variety of people using diplomacy, tact and discretion.
  • Demonstrated understanding and application of computer technology to efficiently accomplish work, using Microsoft Office Programs, Excel, email and the Internet.
  • Strong oral and written communication skills; demonstrated writing skills for business and personal correspondence.
  • Strong work ethic and effective time management.
  • Ability to work both independently and in a team environment.
  • Must exhibit sound judgment and discretion in confidential matters.
  • Availability to work occasional pre-scheduled evenings and weekend hours as needed.

EDUCATION & EXPERIENCE

  • Bachelor’s degree or equivalent combination of education and experience required.
  • 2 or more years administrative office experience or project management experience desired.
  • Prior experience in an office environment with public broadcasting, media, arts, nonprofit, association or membership organizations preferred.

LOCATION

WETA and NewsHour Productions are Washington, DC established media and news organizations. We are a largely local workforce based out of the Campbell Place office in Arlington, VA. WETA and NewsHour Productions value employee flexibility when possible. Most positions based in our Arlington, VA office will be onsite or hybrid, depending upon the role.

COMPANY OVERVIEW

WETA and its subsidiary NewsHour Productions LLC serve local and national public media audiences by producing and distributing content of intellectual integrity and cultural merit. Through broadcast, digital and community services, the organization offers compelling, diverse programming on five television channels, including primary channel WETA PBS, and on WETA Classical, the exclusive home for classical music in the nation’s capital; produces a portfolio of national television productions, including PBS NewsHour, recognized globally for bringing balanced, in-depth news coverage to all Americans; creates impactful documentaries with longtime production partners Ken Burns and Prof. Henry Louis Gates, Jr.; features a variety of content offerings on weta.org, WETA Passport, the PBS Video App and the WETA Classical App; and serves communities near and far with education and engagement initiatives that contribute to the company’s mission of public service.

VACCINATION POLICY

WETA and NewsHour Productions prioritizes the safety and security of our community. In accordance with our focus on providing and maintaining a safe workplace, we have adopted a mandatory COVID-19 vaccination policy for all employees working in a WETA and/or NewsHour Productions office and employees who may reasonably or occasionally be called to work onsite, subject to business needs.

In accordance with this policy, all applicants for employment in a WETA and/or NewsHour Productions office are required to be fully vaccinated against COVID-19 prior to commencing employment. Requests for exemption from this policy based on a medical reason or sincerely held religious belief will be considered upon a conditional offer of employment. Reasonable accommodations will be reviewed on a case-by-case basis.

WETA and NewsHour Productions is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This policy complies with all applicable laws and is informed by guidance from the Centers for Disease Control and Prevention (CDC) and local health authorities, as applicable.

EQUAL EMPLOYMENT OPPORTUNITY

WETA and NewsHour Productions are equal opportunity employers committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internships. WETA and NewsHour Productions make hiring decisions based solely on qualifications, merit, and business needs at the time.

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