Media Assistant

About the role

This position provides administrative support for the communications team within the Communications & Culture division. The role involves monitoring media, managing press inquiries, and supporting advocacy communication efforts. You will be responsible for ensuring the smooth flow of information between media outlets and internal stakeholders. This is a full-time, union position with a set end date of July 2028. The hire will operate in a dynamic environment that values clear communication and cultural sensitivity. Success in this role depends on the ability to manage multiple priorities with professionalism. You will contribute directly to the effectiveness of federal advocacy communications. The position requires a proactive approach to administrative tasks and media management.

Key facts

What you'll do

• Provide administrative support to the communications team by managing schedules, coordinating meetings, and maintaining operational efficiency.
• Monitor media coverage across relevant platforms and analyze news and issues pertinent to the organization's mission and objectives.
• Distribute incoming media requests to the appropriate staff members ensuring timely and accurate responses.
• Lead the creation and distribution of the team's daily tipsheet, compiling essential news and updates for internal and external audiences.
• Maintain and expand press contact lists through active research and verification to ensure current and comprehensive records.
• Track and compile media coverage in both English and Spanish, circulating daily summaries that highlight key developments and trends.
• Draft and send press releases and other materials using software and manual methods, ensuring adherence to organizational standards and style guidelines.
• Post media content to Planned Parenthood websites and manage electronic files, maintaining organized digital archives for easy retrieval.
• Schedule and coordinate logistics for internal and external conference calls, including setting agendas, sending invitations, and managing technical requirements.
• Assist in preparing materials for public communications, ensuring all content is accurate, compliant, and aligned with advocacy goals.
• Support the coordination of media events and briefings, handling logistical details to facilitate smooth execution.
• Conduct research on media trends and industry practices to inform strategic communication decisions.
• Collaborate with other departments to gather information and ensure consistent messaging across all platforms.
• Assist in the development of communication strategies that support federal advocacy objectives through detailed administrative support.

Requirements

• Bachelor's degree or two years of relevant work experience, demonstrating foundational knowledge in communications or a related field.
• 1-2 years of experience in media relations, customer service, or a related field, showing practical application of communication principles.
• Excellent writing, organizational, and customer service abilities, ensuring high-quality output and positive stakeholder interactions.
• Ability to work with diverse groups and a diverse workforce, demonstrating sensitivity to cultural differences and fostering an inclusive environment.
• Detail-oriented and capable of multitasking in a fast-paced environment, managing competing deadlines effectively.
• Quick learner for new systems and processes, with strong troubleshooting skills to resolve technical and procedural issues.
• Proficiency with Google products (Gmail, Google Docs, Google Drive, Google Calendar) for daily administrative tasks and collaboration.
• Familiarity with email marketing tools and media management systems to support outreach and content distribution efforts.
• Eligibility to work in the United States and authorization to work for this employer without current or future sponsorship is required.
• Must be able to start on or before July 8, 2025, to ensure a smooth transition and continuity of responsibilities.
• Not eligible for remote work; position requires on-site presence in Washington, DC.
• Must be a U.S. citizen or national, or permanent resident (asylee or refugee) authorized to work in the United States for any purpose.

Nice to have

• Interest in or familiarity with the news media landscape, including understanding of how news cycles operate and influence public perception.
• Knowledge of sexual and reproductive health and rights issues, providing context for the organization's advocacy work.
• Some proficiency in Spanish, enabling more effective communication and media monitoring in Spanish-language outlets.

Practical notes

• Domestic travel up to 15% may be required for this position, necessitating flexibility and occasional visits to external locations.
• Ppfa participates in the E-Verify program, ensuring compliance with federal employment verification regulations.
• The work schedule is full-time during regular business hours, aligning with the operational needs of the Communications & Culture division.
• This position is contingent upon funding and may be subject to change based on organizational priorities and budgetary constraints.
• All hires are subject to background checks and must adhere to the organization's policies and procedures.
• The role requires a commitment to the mission and values of the organization, contributing to the broader goals of reproductive health and rights.
• Successful candidates will undergo an orientation period to familiarize themselves with organizational tools, processes, and team dynamics.
• The position is classified as a 2-year cycle hire, with a definitive end date of July 2028, subject to performance and organizational needs.
• Proficiency in Spanish is highly valued and may enhance your ability to perform certain duties related to media monitoring and distribution.
• The role demands a high level of professionalism, discretion, and integrity when handling sensitive media and public communications.
• Candidates should be prepared to engage with a variety of stakeholders, including media representatives, advocacy partners, and internal teams.
• This position plays a critical role in supporting the communications strategy and ensuring that advocacy messages are disseminated effectively.
• The successful candidate will demonstrate strong initiative and the ability to work independently while contributing to a collaborative team environment.
• Regular participation in team meetings and coordination with other departments is essential for achieving shared communication goals.
• The position offers an opportunity to gain extensive experience in media administration within a reputable advocacy organization.
• All responsibilities are carried out in accordance with organizational policies, federal regulations, and industry best practices.