Communications Administrative Specialist

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Location(s):
Toledo, OH, US,

Function:
Administrative

Audience:
Experienced Professional

Work Arrangement:
On Site

Requisition

The Communications Administrative Specialist is an integral member of the Communications team, providing administrative and operational support to the company’s Communications Directors while helping develop and execute communications projects, content, meetings, events and team processes. The role coordinates communications for internal and external audiences; manages project workflows, timelines and resources; supports budgets, vendors and department operations; and uses communications tools and technology to help deliver work effectively.

Working with employees and leaders across the organization as well as vendors and external partners, this position requires strong judgment, organization, attention to detail, communication skills and a proactive, service-oriented approach.

• 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.

• 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.

• 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.

• 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.
• 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…