Coordinator, Communications

MacArthur Foundation; Chicago (IL); Hybrid; USD 61,000 - 74,000; Full time

Job summary

The John D. and Catherine T. MacArthur Foundation seeks a Coordinator, Communications in Chicago for a hybrid role, reporting to the Director of Communications.

The position supports the Communications team with scheduling, logistics, and cross-team coordination. Responsibilities include preparing meeting notes, coordinating major announcements, managing documents, and assisting with media relations, digital analytics, and events.

Qualifications

• Minimum of three to five years of relevant administrative experience, preferably in a communications setting (i.e. agency or nonprofit).
• Strong MS Office skills and proficiency with documents, presentations, and calendars.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Comfortable working in a collaborative, team-oriented setting.

Responsibilities

• Support scheduling needs for Communications team with multiple parties; manage Director of Communications and Director of Partnerships schedules.
• Arrange meeting logistics; coordinate agendas, notes, and documents; take and distribute meeting notes.
• Provide project management support for major Foundation announcements (e.g., Fellows & 100&Change); coordinate with public relations and video firms.
• Coordinate document management tasks; format presentations, maintain files and project archives, and produce print materials as needed.
• Interact with Foundation colleagues, media, and external partners; respond to questions as appropriate.
• Process domestic and international expense reports for senior staff; manage travel reimbursements.
• Support digital colleagues and analytics vendor for monthly digital analytics reports.
• Handle other responsibilities including media relations research, social media content production, and coordinating meetings/events.

Skills

Organizational skills

Attention to detail

Multitasking

Team player

Microsoft Office

Tools

Microsoft Office Suite

Job description

Job Description Summary: The John D. and Catherine T. MacArthur Foundation is one of the nation’s largest independent foundations. The Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world. MacArthur invests in solving some of the world’s most pressing social challenges, including advancing global climate solutions, promoting local justice reform in the U.S., revitalizing local news, expanding who creates, uses, and benefits from artificial intelligence, and strengthening the well-being of Native communities. In addition to the MacArthur Fellows Program and the global 100&Change competition, the Foundation continues its historic commitments to the role of journalism in a responsive democracy as well as the vitality of our headquarters city, Chicago. The Foundation also maintains offices in Nigeria and India. The Communications team collaborates with program teams and other colleagues across the Foundation to create and implement strategic communications plans that enhance the impact of MacArthur’s work and the work of grantees. The team is responsible for the Foundation's strategic efforts to communicate with the press, public, and policymakers, including media relations, web and social media efforts, printed materials, and events. The team also provides communications support and advice to MacArthur’s leadership, staff, and grantees. Team members are: Vice President of Communications, Fellows, and Partnerships, Director of Communications, three Senior Communications Officers, Manager, Digital Communications and Content Strategy, Content Manager, Senior Communications Associate, Digital Media Associate, Senior Associate to the Vice President, Communications Coordinator, and outside consultants/firms, as needed. The Coordinator, Communications is an integral and active part of the team, working closely with the department’s Associate to the Vice President. Communications, Fellows, and Partnerships to ensure smooth operations for the Department. The position reports to the Director of Communications.

Essential Duties and Responsibilities

• Support scheduling needs for Communications team with multiple parties;
• Manage Director of Communications and Director of Partnerships schedule of appointments.
• Arrange meeting logistics; collaborate across administrative staff and programs, Support development and distribution of agendas and key documents; Take and distribute meeting notes.
• Serve as project management support for major Foundation announcements (i.e. Fellows & 100&Change); create and maintain timelines, arrange logistics with public relations and video firms, and coordinate document access for media and journalists.
• Coordinate document and information management tasks that add value for the team, such as formatting of presentations and plans, maintaining files and project archives, and facilitating production of print materials as needed.
• Interact with, provide guidance to, route and/or respond to questions from Foundation colleagues, consultants, the media, and other external partners.
• Process domestic and international expense reports for Director of Communications, Director of Partnerships, and international expense reports for Communications Officers travel.
• Support digital colleagues and engage with analytics vendor in project management for monthly digital analytics reports.
• Handle other responsibilities and projects as assigned, including but not limited to occasional media relations research/tracking, social media content production, and help coordinate internal and external meetings/events.

Qualifications

• Minimum of three to five years of relevant administrative experience, preferably in a communications setting (i.e. agency or nonprofit)
• Comfortable working in a team environment
• Well-developed organizational skills and attention to detail
• Able to juggle multiple assignments simultaneously and meet deadlines
• Creative/entrepreneurial thinking
• Interest in the work of the Foundation and its grantees
• Positive, “can-do” attitude and a willingness to do what is necessary to get the job done
• Strong working knowledge of Microsoft Office Suite

The position is hybrid and based in Chicago, Illinois.

Annual salary for this role will start at $67,600. We offer a generous total compensation package that emphasizes both base salary and a comprehensive benefits package to support your life, health, and well-being.

Work Environment and Reasonable Accommodations

The work environment is an office setting. Requests for reasonable accommodations will be considered to enable a person with disabilities to perform the job. Reasonable accommodations are also available during the interview process.

The John D. and Catherine T. MacArthur Foundation is an equal opportunity employer and does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, pregnancy, marital status, sexual orientation, gender identity, veteran status, or any other characteristic protected by applicable federal, state or local laws.

The John D. and Catherine T. MacArthur Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world. MacArthur invests in solving some of the world’s most pressing social challenges, including advancing global climate solutions, promoting local justice reform in the U.S., revitalizing local news, expanding who creates, uses, and benefits from artificial intelligence, and strengthening the well-being of Native communities. In addition to the MacArthur Fellows Program and the global 100&Change competition, the Foundation continues its historic commitments to the role of journalism in a responsive democracy as well as the vitality of our headquarters city, Chicago. The Foundation also maintains offices in Nigeria and India.