Job Description Summary:

The National Academy of Engineering (NAE) is seeking a proactive, detail-oriented Communications/Media Assistant to support the Office of Outreach and Communications, including its prestigious awards program. This entry-level position is ideal for a motivated individual with a blend of administrative, writing, and project coordination skills. The assistant will play a key role in supporting the Director, managing daily office operations, assisting with events and publications, and ensuring smooth communication workflows.

Job Description:

ESSENTIAL JOB DUTIES:

Outreach and Communications (50%)

1. Assist with the preparation and execution of events/conferences, including logistics, materials, and provide onsite support if needed.

2. Schedule meetings for the Director and manage daily administrative operations of the Office of Outreach and Communications.

3. Assist with scheduling travel for the Director and team members, process invoices and travel reimbursement.

4. Research, draft, edit, and fact-check content for communications materials, including reports, presentations, publications, meeting materials, newsletters, social media, press releases, and website content.

5. Maintain records, files, team calendars, project timelines, and contact databases.

6. Respond to inquiries and provide timely, accurate information to internal and external stakeholders.

7. Monitor workflow and allocate resources to ensure operational efficiency.

8. Support special projects and strategic initiatives.

Awards Program Support (50%)

1. Provides administrative support to the NAE awards program of three prizes and four awards; assists with the online nomination process; assists with planning the annual awards gala and event coordination, assists with the NAE annual meeting, and provides input on the awards program marketing initiatives.

2. Provides administrative support to awards selection committees: arranges conference calls, prepares background material, analyses, and correspondence; assists with updating web pages; and assists with efforts to generate nominations.

3. Coordinates travel and logistical arrangements for committee meetings and ceremonies, coordinates meeting space, equipment, and catering needs; coordinates arrangements with travel agency and makes hotel reservations; maintains invitation lists and responses using Excel; and processes order for certificates and medals.

4. Coordinate financial submissions: processes invoices, purchase orders, and travel expenses, tracks submissions from travelers and vendors to ensure timely payment of expenses; and responds to internal inquiries regarding financial submissions.

5. Provides general administrative support; responds to general inquiries from Academy members and the public; updates public web pages and correspondence; maintains databases, e-mail lists, tracking reports, and electronic files; provides administrator support for online nomination database; processes mailings and ad hoc communications; and supports special projects.

NONESSENTIAL JOB DUTIES

Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Strong organizational and time management skills; able to prioritize and manage multiple projects. Excellent writing, editing, and verbal communication abilities. Ability to exercise sound judgment, discretion, and confidentiality in all matters. Strong problem-solving skills and ability to manage complex or sensitive issues. Thorough knowledge of office management practices and workflow coordination. Proficiency with Microsoft Office Suite and collaboration tools; familiarity with databases and content management systems a plus. Team player with strong interpersonal skills and ability to build relationships across departments. Ability to work independently with minimal supervision, while also contributing to team efforts. Capacity to assist with staff training and provide support to colleagues.

Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.

Minimum Experience: Three years of clerical and/or administrative experience.

Physical Capabilities: Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to Director. Director is available to assign work and assist in problem resolution.

Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity for all, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $23.04 - $28.79 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits-eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance. For more information, please click

here.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

Equal Opportunity Employer:

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Job Family:

ADMN

Employee Type:

Employee

Scheduled Weekly Hours:

37.5

City/State:

Washington, District of Columbia

The National Academies

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Communications/Media Assistant - National Academy of Engineering