Administrative Assistant – Communications & Public Engagement

Administrative Assistant – Communications & Public Engagement

Position Overview

The Administrative Assistant provides comprehensive administrative and project support to a communications-focused department, supporting internal and external messaging, public engagement efforts, compliance-related activities, and general operations. This role collaborates with leadership, managers, and cross-functional teams to ensure efficient workflows, accurate documentation, and timely delivery of departmental initiatives.

The position is part of a cross-departmental administrative team focused on improving organizational coordination, efficiency, and communication.

Essential Duties & Responsibilities

• Provide administrative and project support for communications initiatives, public outreach efforts, and departmental projects
• Track budgets, expenses, key performance indicators, and financial data
• Audit and monitor customer- or public-facing materials across various locations
• Support government or regulatory-related activities, including recordkeeping, reporting, and compliance tracking
• Assist in drafting policies, procedures, manuals, and training documentation
• Prepare correspondence, reports, memos, and other written materials as directed
• Coordinate documentation related to regulatory audits and compliance reviews
• Create and maintain spreadsheets, agendas, meeting minutes, and action plans
• Organize, maintain, and manage department files and records
• Schedule meetings, coordinate appointments, and maintain multiple calendars
• Ensure documents and reports are completed accurately, professionally, and within established deadlines
• Conduct research and compile data upon request
• Monitor office supply inventory and coordinate ordering as needed
• Assist with public, employee, or community outreach events, meetings, and workshops
• Adhere to workplace safety policies and participate in required safety training
• Perform additional duties or special projects as assigned

Skills & Competencies

• Proven ability to manage multiple priorities and projects simultaneously
• Strong organizational and time-management skills
• Initiative-driven with a collaborative mindset
• Positive, professional verbal and written communication skills
• High attention to detail with strong grammar and writing proficiency
• Demonstrated discretion and ability to maintain confidentiality
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), Adobe tools, and web-based platforms
• Strong analytical, problem-solving, and critical-thinking skills
• Openness to continuous improvement and process optimization

Education & Experience

Bachelor’s degree in business, communications, public administration, or a related field preferred. A minimum of three years of progressively responsible administrative or professional support experience is desired. An equivalent combination of education and experience will be considered.