Communications and Marketing Specialist

DEPARTMENT: Marketing/Communications, Training, Member Satisfaction, and Market Research

JOB TITLE: Communications and Marketing Specialist

JOB CODE: CMS

REPORTS TO: Director of Communications, Training, and Member Satisfaction

JOB PURPOSE:

The objective of this position is to coordinate, author, and support copywriting and editing of member and employee communications. This position serves as subject matter expert in the design, layout, and development of product collateral, advertisements for industry trade publications and AF signage. This position will initiate, develop, and execute internal and external communications/notifications for new and/or updated products, processes, and services, as they relate to daily business at all levels, and provide communications support to other departments to include editing content and designing graphics. The Communications and Marketing Specialist will use his or her writing and editing skills on a variety of projects to ensure that corporate communications are clear, concise, and consistent. He or she will work with the team to help create and maintain the brand experience for Arbitration Forums, Inc. (AF)’s internal and external audiences.

The Communications and Marketing Specialist coordinates administrative marketing and communications-related plans and objectives related to AF’s products and services. This position will ensure that assignments are completed in a timely manner and are carried out in accordance with AF’s corporate identity (values/vision/mission) and goals. Identify improvement opportunities, develop internal and external recommendations to improve processes for marketing and communications-related issues, and serve as back-up to the Communications and Website Coordinator.

DEPARTMENTAL EXPECTATION OF EMPLOYEE

• Adheres to AF Policy and Procedures
• Acts as a role model within and outside AF
• Performs duties as workload necessitates
• Maintains a positive and respectful attitude
• Communicates regularly with supervisor about Department issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Consistently reports to work on time prepared to perform duties of position
• Meets Department productivity standards
• Alignment with AF Leadership Brand.
• Well-developed interpersonal and collaboration skills
• Ability to utilize good judgment, to adapt to frequent changes in workload, and to adjust competing priorities quickly
• Strong verbal communication skills
• Exceptional writing skills
• Ability to communicate effectively both visually and verbally, with members and AF employees in positions of varying degrees of responsibility
• Exercises sound and well-reasoned judgment
• Microsoft Office – Outlook, Word, Excel, PowerPoint
• Soft skills (listening, understanding, empathy, teaching others, respect, professionalism)
• Customer (Member) service
• Flexibility and agility; the ability to adapt to last-minute schedule or other changes made by the member
• Ability to collaborate with team members on training design and development
  
  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications-Related Initiatives

• Assist in preparing/scheduling all external and internal marketing collateral
• Develop collateral and oversee distribution of communications processes to be used in marketing campaigns (mostly electronic)
• Author and/or edit articles for the corporate newsletters, intranet, and website
• Author and/or edit corporate communications such as emails, presentations, talking points, training guides, reports, and fact sheets
• Author and/or assist in the distribution of emergency communications for system disruptions, natural disasters, and other disaster recovery related events
• Coordinate with SMEs to gather content and build monthly E-Bulletins using an online marketing platform
• Create, maintain, and socialize distribution schedule for E-Bulletins
• Maintain and socialize distribution schedule for external communications pertaining to corporate goals and projects
• Create graphics for communications, the intranet, and website
• Coordinate with presenters to gather presentation content for Town Hall and TAG meetings. Review, edit, and design PowerPoint presentations for these meetings.
• Import and segment email lists in online marketing platform
• Assist with the preparation and updating of Board documents
• Assist with user account management in NASDAQ during the Board meeting, when needed
• Create marketing graphics for AF materials (brochures, newsletters, flyers, electronic communication processes, etc.) and inventory management of collateral
• Ensure communications follow brand guidelines and speak with one voice
• Design and update reception signage
• Promote the company mission, vision, values, and Leadership Brand
• Update Marketing SharePoint pages and project-related Confluence pages
• Author brand messaging, mental health, and DEI articles for the intranet
• Represent the Communications and Marketing department on project teams and in meetings for corporate goals and initiatives
• Provide graphic design support to other departments
• Attend employee development training on a quarterly basis
• Assist with the production of press releases with PR Agency and internal partners
• Develop, update, and communicate corporate style guidelines
• Communicate with vendors when necessary and submit Procurement documentation for designated vendor(s) during the service acquisition and/or annual renewal process
• Maintain a repository of documents for both Marketing and other departments
• Design and layout advertisements to be placed in industry trade publications
• Provide event support for corporate events sponsored by Communications & Marketing, including the planning and creation of collateral
• Collaborates with staff and management to ensure that the website aligns with brand strategy and meets the organization’s standards
• Coordinates the production of executive-level communications, which includes scheduling; editing and formatting text, graphs, charts, and other graphics; and consolidating all documents to produce the final electronic version.
• Represents the department on project teams and in meetings for corporate goals, additional organization goals, and other initiatives.

Related to day-today tasks/assignments, this position will make decisions to accomplish the position’s responsibilities, the departmental goals, and to serve our members and employee clients. This includes using excellent judgement to determine what, how, and when to communicate. Ideas initiated by position as well as work assignments are reviewed and approved by the Director of Communications, Training, and Member Satisfaction.

Work is assigned, reviewed, and approved by the Director of Communications, Training, and Member Satisfaction. Work may be assigned, reviewed, and approved by the Communications and Website Coordinator in the absence of the Director of Communications, Training, and Member Satisfaction. Work may also been assigned, reviewed, and approved by other departments within the organization.

Related to day-today tasks/assignments, this position will make decisions to accomplish the position’s responsibilities, the departmental goals, and to serve our members and employee clients. This includes using excellent judgement to determine what, how, and when to communicate. Ideas initiated by position as well as work assignments are reviewed and approved by the Director of Communications, Training, and Member Satisfaction.

Report Preparation: What records or reports do you prepare? What are they used for?

• Updates to the AF Insite homepage, Marketing page, and other pages managed by the Director of Communications, Training, and Member Satisfaction.
• Updates to assigned Board documents
• Plans and initiatives related to Communications and Marketing – as needed

The most significant responsibilities/accountabilities of this role include the following.

• Initiating, developing, and overseeing internal and external communications and marketing collateral.
• Editing content for various communication channels.
• Coordinating the production of executive-level communications, which includes scheduling; editing and formatting text, graphs, charts, and other graphics; and consolidating all documents to produce the final copy for AF’s records.
• Working with all departments to ensure compliance with communication and brand guidelines.
• Condensing large amounts of information into easy-to-read graphics. Applying modern design concepts while adhering to AF’s brand.
• Initiating, developing, and distributing internal and external communications and marketing collateral within the specified timelines.
• Working on tight deadlines due to lack of department contacts scheduling or notifying of needed edits in advance of dates needed.
• Working with other departments and SMEs to fill in information gaps to ensure proper member expectations are being set.

The position has no direct reports, but works with AF staff at all levels to coordinate and ensure completion of initiatives and tasks related to communications and marketing including but not limited to: drafting communications (emails, flyers, newsletters, guides, articles, etc.), proofreading and editing documents for grammar and adherence to corporate style guidelines, designing graphics, and distributing communications across appropriate channels.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Conduct special research projects, including gathering, compiling, and analyzing information; provide alternatives and make recommendations on courses of action
• Special projects as assigned
• Serve as back-up to Communications and Website Coordinator

QUALIFICATIONS

• Bachelor’s degree in English, creative writing, journalism, or communications
• Two years of experience writing, proofreading, and/or editing
• Proficient in Associated Press style and grammar
• Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Proficient in Adobe Creative Suite (Photoshop, InDesign, and Illustrator) and Acrobat Pro
• Excellent time management and organizational skills
• Excellent copywriting, proofreading, editing, and graphic design skills
• Strong interpersonal skills and ability to work with employees across all departments from front-line to executive levels
• Strong grasp of the English language and grammar
• High attention to detail and quality conscious
• Ability to quickly and efficiently shift priorities
• Ability to work with minimal supervision, tackle problems, take immediate action, and proactively follow up
• Ability to grasp technical concepts as it relates to software/hardware enhancements or system disruptions
• Ability to accept constructive criticism
• Ability to accept responsibility and work productively in highly accountable environment
• Experience with E-Commerce/E-Communications platforms
• Experience with WebEx, Zoom, or related video conferencing software
• Experience/knowledge of WordPress, SharePoint, and HTML a plus
• Experience/knowledge of insurance industry a plus

• Language Skills

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles in original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or Boards of Directors.

• Mathematical Skills

• Time management, mental arithmetic, abstract thinking, creativity, and attention to detail.

• Reasoning Ability

• Ability to utilize good judgment, to adapt to frequent changes in workload, and to adjust competing priorities quickly

AMERICANS WITH DISABILITY SPECIFICATIONS

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

AF is a remote working environment.