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Executive Communication Manager

1 month ago

Colorado Springs, United States Humane Society Pikes Peak Region Full time
Job DescriptionJob Description

Looking to make a difference in the lives of pets and people? With an almost year-round beautiful blue sky and a scenic mountain backdrop, HSPPR is a nonprofit animal shelter serving El Paso, Pueblo, and Douglas Counties as well as the City of Centennial in the colorful State of Colorado. We employ a total of 200+ employees. We are an organization that celebrates and prioritizes diversity and inclusion. HSPPR welcomes you to apply for this exciting opportunity at our socially conscious organization.


*This job posting will close on Friday, August 2, 2024*


Job Summary

Provide executive level administrative support to the President / CEO and VPs. Provide support to the management team of the organization. This role is responsible for the development and execution the internal communications program, including communications strategy, to ensure all internal stakeholders, including staff and volunteers, are aware of organizational initiatives and programs, important projects, key dates and milestones, and organization-wide messaging using clear, consistent, and concise language aligned with HSPPR goals and values. Strategically utilize all appropriate modes of communication to disseminate internal information and will support change management through internal communication efforts.


Works closely with Human Resources and Communications teams to ensure continuity of content, messaging, and branding. While advising senior leadership, IT and key stakeholders.


Serves as the liaison to the board of directors, executive leadership, and HSPPR's staff.


Key Duties and Responsibilities


Board and Executive Coordination

  • Schedule meetings on CEO calendar.
  • Receive and respond professionally to communications directed to the CEO's office over the phone, by mail and email.
  • Maintain files and other materials in confidence.
  • Assist in preparation of reports for Board, Director, and Management meetings.
  • Handle meeting minutes for Board of Directors meetings and Monthly Department Briefing meetings as needed.
  • Update and maintain Board Materials on BoardSpot and revise Board Manual on a regular basis.
  • Coordinate board of director committee meetings, maintaining documentation, scheduling, and reminders.
  • Coordinate board meetings, ad hoc meetings of the board, and assist with board activities as needed.
  • Assist Vice-Presidential leadership with scheduling meetings and communications.
  • Supervise Receptionist to ensure all reception, delivery, and scheduling activities are carried out. Oversee administrative processes including:
  • Reception duties for business office entrance
  • Deliveries
  • Ordering: business cards, general printing, catering, logo apparel, etc.
  • Internal meeting scheduling
  • Company vehicle management: tracking, basic maintenance and cleaning

Internal Communications

  • Develop and deliver internal communications content, including email updates, newsletters, intranet content, videos, and presentations.
    • Working with communications and human resources, create content for weekly staff newsletters.
    • Maintain updated documents on employee intranet, working cross departmentally to obtain documents from operations, philanthropy, administration and human resources.
    • Working with the CEO, assist with weekly communications to all staff, highlighting accomplishments, providing high level updates, and any organizational changes.
    • Review organizational presentations for brand cohesiveness. Make recommended changes as needed.
    • Create all staff emails as needed.
    • Work with the chair of the board of directors to create organization wide communications as needed.
  • Develop and maintain a content calendar to ensure timeliness and relevance of internal communications.
  • Collaborate with key stakeholders across the organization to ensure alignment of internal communication with business objectives and the company's culture and values.
    • Meet monthly with each HSPPR director to gather information such as policy changes, high-level departmental information, and departmental priorities to inform communications.
    • Attend bi-weekly director meetings to gather information for organization wide communications.
    • Attend department meetings on a monthly basis to communicate organization changes/priorities/etc. and gather information.
  • Track employee engagement metrics to evaluate the success of internal communications and make necessary changes (by 'open' rate, participation, etc.)
  • Coordinate internal events and initiatives to promote employee engagement and strengthen the company culture including:
    • Responsible for All Staff meeting programs, presentations, food coordination
  • Serve as a conduit for feedback between employees and management, facilitating effective communication channels. Gather feedback from teams and relay that feedback to leadership as needed.
  • Keep staff up to date with any current media stories, HSPPR involvement with disasters, etc.
  • Stay up to date with technologies that would bolster internal communications or make regular communication among staff easier.

Performance Management and Supervision

  • Hires, supervises, and evaluates the Receptionist in the performance of their job responsibilities. Coaches staff by providing ongoing feedback and timely performance evaluations. Sets performance standards; directs and motivates employees. Recognizes good performance and counsel staff to correct problems. Adheres to principles of progressive discipline. Consults with the CEO/President and Human Resources regarding discipline and terminations.
  • Supervises, motivates, and trains assigned staff in volunteer interactions and supervision, ensuring effective teamwork, organizational performance, and innovation.
  • Utilizes performance-based management when counseling and evaluating staff and sets measurable goals for employee growth. Submits evaluations on time and encourages continuing education for staff as it relates to the organization's needs.

Special Projects

  • Assist with data collection and research to prepare briefings for CEO and VPs.
  • Have or be willing to obtain Colorado Notary Certification and perform notarizations for HSPPR, as needed.

Other

  • Commitment to the mission, values, goals, and success of HSPPR.
  • Perform all other duties as assigned.

Supervisory Duties

Receptionist



Physical Demands

  • Regularly sits at a computer station and operates electronic equipment.
  • Frequently lifts, carries and positions objects weighing up to 30 pounds when moving supplies and managing special events.
  • Typically stands, bends, stoops, and crouches while working special events.
  • Regularly moves about the campus to coordinate work.
  • Occasional weekend and evening work as needed.
  • Consistently exposed to animals and animal allergens under conditions with limited alterations available.

Schedule Requirements

Monday through Friday 8a to 5p, with occasional weekend and evening work as needed.



Education/Experience Necessary

  • One to three years directly related work experience in addition to educational requirements.
  • Ability to communicate skillfully and effectively with a culturally diverse staff, volunteers and community in a professional, respectful, courteous and tactful manner at all times. Maturity, good judgment and a professional personal appearance.
  • Proactive and eager to take on additional responsibilities.
  • Strong verbal and written communication, follow-through and organizational skills.
  • Demonstrated reliability to maintain confidentiality.
  • Exceptional client service skills.
  • Solid understanding and support of socially conscious animal sheltering
  • Strong project management and organizational skills
  • Dynamic interpersonal skills to effectively collaborate and support cross-functional initiatives
  • Able to build rapport and cultivate relationship at every level of the organization
  • Able to work independently as well as collaboratively on project teams
  • Able to flex work schedule to manage demanding due dates, changing priorities, or Philanthropy initiatives
  • Able to recognize and consider cultural implications and promote DEI / Utilizes DEI organizational frameworks to support inclusive communications
  • Experience in design skills with Adobe Creative Suite or Canva preferred
  • Proficient in MS Suite of products
  • Technically savvy and able to quickly learn new technology platforms and software programs
  • Excellent writing and editing skills
  • Experience with content creation and delivery (i.e. email, newsletters, intranet content, videos, and presentations)
  • Experience managing and maintaining internal communication tools, such as internal email software and intranet, is a plus.
  • Strong attention to detail and the ability to manage multiple projects simultaneously

NOTE: The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

The core values of the staff unite us and guide us to provide the best service to the animals in our care, our organization, and our community.


Core Values Statements-

    • Compassion: We believe that animals matter. We are committed to treating animals and people with kindness, respect, and compassion.
    • Stewardship: We are accountable and transparent in our actions and in the use of our resources to build trust in those we serve.
    • Integrity: We believe we can make the greatest impact by staying true to our mission, always doing what is best for the animals and people of our community, and by standing united in our decisions.
    • Excellence: We are passionate about our mission, and strive for excellence through continual learning, innovation, and the development of our board, staff and volunteers.
    • Collaboration: We seek strategic partnerships and alliances to advance the welfare and protection of animals and people.
    • Service: We exist to serve our communities and operate with this commitment to serve as front and center in all we do.


Job Posted by ApplicantPro