Administrative Assistant to the Chief Communications Officer

About This Role

This administrative assistant role provides direct support to the Chief Communications Officer (CCO) and other department staff, helping with fiscal matters, promotional items, publications, and general office operations. The position plays a key part in ensuring the college's internal and external constituents receive clear, accurate, and helpful information, and supports the PRM team in strategically marketing and promoting the college, its programs, and activities.

Responsibilities

• Interact with and inform prospective students, visitors, faculty, staff, and current students at the Information Desk
• Research and provide accurate information on all aspects of the college daily to individuals who email, phone, or walk-in
• Track emails, calls, and questions for analysis
• Manage department phone response messaging
• Monitor A. Lincoln Commons
• Assist Chief Communications Officer with financial planning, preparing a weekly budget update, and coordinating payment of marketing/promotional and office invoices
• Provide quotes and ordering details for college promotional/display and award items for other departments
• Order and process PRM office supplies, promotional items, and employee nametags and business cards
• Verify and update department inventory records
• Make arrangements for PRM staff professional development, including arranging for two crisis communications tabletop exercises a year
• Keep emergency go-bags updated
• Coordinate office meeting space and travel arrangements
• Manage publication samples by organizing materials produced, serving as point person on delivered items, and organizing delivery to the end user(s)
• Monitor dates of materials to schedule updated reviews
• Manage a folder of files designated print-ready for the print shop
• Organize and maintain the PRM photo and video library, ensuring consistent naming conventions and tags for searchability
• Prepare, collect, distribute, and maintain departmental records and reports, including weekly reports on LLCC presence in print, broadcast, and social media, and regular reports on PRM Key Performance Indicators
• Send reminders about stalled PRM work order tickets
• Proofread documents
• Research hometowns and preferred names
• Liaise with Student Life to learn of upcoming student activities and create a weekly list of activities for the website and social media writing coordinator
• Assist with social media photography as needed
• Maintain a calendar of events for the website
• Produce interior signage for events, college holidays/closings, and other identified needs
• Coordinate assembly and placement of external signage for events