Communications Operations Coordinator

Broad Institute - Cambridge, MA

Full-time

Hybrid - Cambridge, MA

Professional, Scientific, and Technical Services

About the position

The Communications Operations Coordinator plays a vital role in providing administrative and operational support to the Chief Communications Officer (CCO) and the Communications Office. This position is essential for managing internal and external communications, events, media relations, and various multimedia projects. The coordinator will work in a dynamic, collaborative environment, ensuring efficient workflows and effective communication across the team.

Responsibilities

• Provides administrative support to the CCO by clarifying priorities and removing impediments.
• Coordinates the CCO's calendar and manages complex scheduling and room bookings for meetings.
• Manages general queues of requests and screens inquiries from employees and external audiences.
• Responds to routine correspondence and drafts responses for the manager's review.
• Works with the internal communications specialist to manage digital and physical displays.
• Manages the Broad-wide Town Hall schedule and oversees related workflows.
• Opens and tracks purchase orders and contracts for freelancers and vendors.
• Manages the Communications budget and meets with the finance team monthly.
• Makes travel arrangements for the CCO, including flights and accommodations.
• Processes reimbursements and expense reports.
• Assists with special projects as assigned by the CCO.
• Partners with the project manager to develop efficient workflows within the Communications Office.
• Plans and coordinates meetings and special events for the Communications team.
• Greets guests and arranges room setups for team gatherings.
• Helps onboard new team members and interns.

Requirements

• At least 3 years of relevant experience in a professional administrative support position, preferably in an academic or research environment.
• Ability to work independently and take initiative.
• Expert writing skills to compose clear and professional material.
• Strong work ethic and desire to learn and grow.
• Great attention to detail and excellent follow-through.
• Strong computer skills, particularly with Google Suite (Calendar, Docs, Drive).
• Excellent interpersonal skills and flexibility to accommodate different situations.
• Ability to work in a fast-paced and challenging environment.

Nice-to-haves

• Project coordination or management experience (certificate not required).
• Background or degree in communications, marketing, business management, or a similar field.
• Familiarity with Trello, ServiceNow, Concur, and Slack.