Communications & Operations Manager

Requirements/Qualifications

Position will begin with primarily administrative and operational roles, with the intention of providing digital marketing and more communications support as the role evolves and experience in the organization grows.

1. Operational Execution & Administration

• Independently manage day-to-day virtual office operations

• Prepare documents, reports, and internal/external communications

• Coordinate calendars, meeting agendas, and minutes

• Maintain organized systems for files, workflows, and reporting

• Identify and flag opportunities for operational improvements

• Other duties as assigned

2. Membership Services & Front-Line Experience

• Act as a primary contact for members, patients, and the public (email and phone)

• Troubleshoot membership, registration, and database issues

• Distribute membership and partner lists (monthly and scheduled)

• Support Membership Core Program initiatives to enhance member benefits, and attend monthly meetings

• Support the creation and distribution of surveys

• Perform segmented mail merge campaigns using Outlook, Word, and Excel to send targeted mass communications to members

3. Communications & Digital Marketing

• Execute marketing and communications activities including the development and scheduling/distribution of:

  • Social media content

  • Email (e-blast) communications via Wix and Mailchimp

• Maintain and update websites (ongoing)

• Create and edit digital assets (written, graphic, basic video)

• Monitor analytics and report on performance biannually for annual and mid-year reports

• Support the promotion of programs, webinars, and events

• Assist with the development and delivery of quarterly newsletters using Mailchimp

4. Events, Meetings, and Conference Support

• Support other staff and volunteer teams in planning and execution of local, regional, and national events, including:

  • Manage registration, attendee data, and reporting accuracy

  • Program development and branded materials

  • Speaker, exhibitor, and sponsor coordination (as directed)

  • Marketing material and promotions, including creating social media assets

• Attend monthly planning committee meetings

• Provide on-site registration support (occasional travel required)

5. Data Management & Reporting

• Manage data across membership, event, and CRM systems

• Generate reports on membership, events, and marketing performance

Qualifications & Skills

• Exceptional virtual office and remote work capabilities

• Advanced Microsoft 365 skills (Word, Excel, PowerPoint, Outlook), including:

• Mail merging and document automation

• Strong Excel skills, including the ability to work with raw data, create pivot tables and pivot charts, and generate clear, actionable reports

• Strong experience with Zoom, Microsoft Teams, SurveyMonkey; CRM and email marketing platforms including Mailchimp; Social media management tools (e.g., Hootsuite)

• Familiarity with basic web design and website management (Wix preferred)

• Knowledge of basic SEO principles, as well as reporting using Google Analytics

• Strong graphic design skills using Adobe Photoshop or Illutrator (preferred). Note that illustration is not required

• Strong knowledge of digital and print publications using Adobe InDesign

• Basic video editing skills (e.g., small edits to webinar recordings)

• Strong attention to detail, organization, and time management, with a commitment to high-quality execution

• Excellent oral and written communication and interpersonal skills, with a professional and service-oriented approach

• Self-directed, reliable, and responsive, with the ability to take initiative and ownership and follow through on responsibilities

• Entrepreneurial, adaptable, and solutions-oriented; able to pivot quickly to changing priorities and new initiatives

• Comfortable working in a primarily virtual environment, with occasional in-person event support

• Work collaboratively with leadership, members, patients, volunteers, and partners

• Desire to gradually increase involvement in strategic discussions as familiarity grows