Communications Administrative Specialist

About the Role

The Communications Administrative Specialist is an integral member of the Communications team, providing administrative and operational support to the company’s Communications Directors. This role helps develop and execute communications projects, content, meetings, events, and team processes. It coordinates communications for internal and external audiences, manages project workflows, timelines, and resources, supports budgets, vendors, and department operations, and utilizes communications tools and technology. This position requires strong judgment, organization, attention to detail, communication skills, and a proactive, service-oriented approach.

Key Responsibilities

• Provide administrative and operational support to the company’s Communications Directors and broader Communications team.
• Schedule meetings and coordinate logistics, agendas, materials, and follow-up actions.
• Prepare correspondence, presentations, reports, and other documents using Microsoft Office tools.
• Support planning and execution for leadership meetings, employee events, communications programs, and other team-sponsored activities.
• Coordinate travel arrangements and process expense reports, purchase orders, invoices, and other department records.
• Handle sensitive and confidential information with discretion and sound judgment.
• Support the development and execution of communications projects and content.
• Draft, edit, and proofread communications materials, including emails, articles, presentations, talking points, meeting materials, and other content for internal and external audiences.
• Coordinate content and project workflows, including gathering information, routing materials for review, tracking feedback, and maintaining timelines and deadlines.
• Assist with publishing and distributing content across company communications channels, including OC Now, email, intranet, and display systems.
• Maintain communications calendars, distribution lists, project files, templates, and other team resources.
• Help Strengthen Team Processes, Relationships, and Communications Capabilities.
• Build productive relationships with employees and leaders across the organization and serve as a responsive point of contact for routine communications and administrative requests.
• Identify practical ways to improve team processes, project coordination, and information sharing.
• Use communications technology and digital tools to support effective content delivery, collaboration, and event execution.
• Contribute as a flexible team member, taking on additional communications and administrative assignments as priorities change.

Requirements & Tech Stack

• Associate’s degree in communications, professional writing, journalism, or related discipline, or three or more years of experience in communications, project coordination, executive support, administration, or a related role.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365, including Outlook, Word, PowerPoint, Excel, and Teams.

Qualifications

• Strong process orientation and project management skills.
• Experience supporting communications projects, leaders, meetings, or events in a corporate environment.
• Experience coordinating multiple projects and stakeholders while meeting deadlines.
• Familiarity with intranet, content management, email, digital signage, or other communications platforms.
• Experience working with vendors and processing invoices, purchase orders, and expenses.
• Excellent organizational skills, attention to detail, and commitment to accuracy.
• Ability to manage multiple priorities, adjust quickly, and follow work through to completion in a fast-paced environment.
• Strong interpersonal skills and the ability to work effectively with employees and leaders at all levels of the organization.
• Sound judgment, professionalism, and discretion when handling sensitive information.
• A proactive, service-oriented approach with the ability to anticipate needs and solve problems.
• Ability to work independently and collaboratively as part of a broader team.
• Curiosity and willingness to learn new communications tools, technologies, and processes.
• Occasional travel and support outside standard business hours may be required for meetings and events.