Communications Operations Associate

Responsibilities

The Communications Operations Associate will manage the Public Affairs team's daily workflows, project coordination, and editorial calendars. They are also responsible for press intake, media database maintenance, and the distribution of communications materials.

Requirements

Candidates must have at least one year of experience in communications, administrative support, or project coordination. Proficiency in Google Workspace, task management tools, and strong organizational skills are required.

Skills

• Project management
• Communications workflow
• Media relations
• Administrative support
• Scheduling
• Database management
• Content management systems
• Proofreading
• Data entry
• Task tracking
• Stakeholder coordination
• Public affairs
• Research
• Reporting
• Digital distribution

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability insurance
• Long-term disability insurance
• 401k retirement plan
• Paid time off
• Disaster relief time off
• Bereavement leave
• Paid parental leave
• Professional development stipend
• Cell phone reimbursement
• Internet reimbursement
• Equipment stipend

About this role

Priority Deadline December 4th

About The Position:
Effective public communication is central to EPN's mission. Our Public Affairs team helps people understand how EPA's work affects their health, communities, and daily lives, while bringing independent expertise to discussions about how environmental protections can meet changing political, economic, and technological realities. Behind timely media responses, effective outreach, and clear public-facing materials are dependable systems and careful coordination.
EPN is seeking a highly organized, detail-oriented Communications Operations Associate to make that work possible. As a central coordinator and project manager for our growing Public Affairs team, this person will connect people, information, deadlines, and deliverables; anticipate needs; and keep important work moving. The role combines communications workflow management, reporter intake and follow-up, managing contact and media-tracking databases, publication and distribution of communications materials, proactive scheduling and administrative support. Reporting to EPN's Senior Director of Public Affairs, the Associate works with communications and policy staff, volunteer experts, and outside partners to ensure accurate, timely execution.

RESPONSIBILITIES:
1. Communications Workflow and Project Coordination-
Independently coordinate the Public Affairs team's day-to-day workflow, maintaining an up-to-date Asana task tracker and editorial/production calendar for releases, newsletters, campaigns, and other deliverables.
Track assignments, owners, approvals, dependencies, and deadlines; anticipate competing demands, identify bottlenecks, and help resolve routine conflicts before they delay work.
Coordinate handoffs among communications staff, policy colleagues, volunteers, and outside contractors; follow up proactively and close the loop on outstanding tasks.
Document and improve repeatable workflows, checklists, templates, and team systems.
2. Administrative and Scheduling Support-
Provide proactive administrative and scheduling support to Public Affairs leadership and the broader team, coordinating meetings and interviews across multiple calendars and participants.
Manage invitations, meeting links, reminders, agendas, shared materials, notes, and action items as needed; follow through on next steps.
Organize shared files, contacts, and distribution lists; prepare materials and handle routine logistical requests with accuracy and discretion.
Anticipate routine needs, recognize when competing requests require a decision, and raise issues promptly with the appropriate colleagues.
3. Press Intake, Reporter Coordination, and Distribution-
Triage incoming press inquiries, acknowledge or route them promptly, assess urgency and deadlines, and maintain complete records of requests and follow-up needs.
Coordinate interviews and volunteer expert availability; help ensure reporters receive approved materials and timely responses.
Execute distribution of approved press releases and the weekly news tipsheet; coordinate related website updates, internal notifications, and follow-up tasks.
Research and verify journalist contacts and outlets; maintain media lists, including bounced addresses, unsubscribes, duplicates, and targeted list updates.
Develop and strengthen relationships with reporters through responsive communication, familiarity with their beats and interests, and opportunities to connect them with relevant EPN experts and resources.
4. Media Tracking, Data Entry, and Reporting-
Review media-monitoring feeds, team channels, and other sources daily for relevant EPN coverage and press activity; flag items requiring action.
Enter and cross-reference reporter inquiries, interviews, resulting coverage, volunteer experts, and related outreach in EPN's tracking systems so records are complete, searchable, and connected.
Research, verify, and update volunteer expert information used for reporter coordination; conduct routine database quality checks, including duplicate resolution, contact updates, and consistent tagging and links.
Prepare regular press activity summaries, coverage and outreach metrics, and accurate data pulls for team reporting and planning.
5. Publishing and Communications Production-
Format, proofread, test, and publish approved press releases, EPN in the News items, and other website updates using EPN's content management system.
Coordinate production and distribution of the weekly volunteer newsletter, EPN in Action, and other recurring communications, working with content leads on submissions, approvals, formatting, links, scheduling, and final checks.
Prepare reports, fact sheets, and other communications products for publication and distribution, including formatting, quality assurance, and version control.
Coordinate with outside communications contractors on approved content, assets, deadlines, and publication details.

QUALIFICATIONS:
At least 1 year of relevant experience in communications operations, administrative support, project coordination, media relations support, nonprofit operations, or a similarly detail-intensive role; two or more years preferred.
Highly productive in remote working environments.
Interest in environmental justice, US environmental and health policy, the work of EPA, and enthusiasm for EPN's mission.
Familiarity with Google Docs and Spreadsheets.
Exceptional organization, accuracy, follow-through, and confidence managing multiple simultaneous priorities in a fast-moving environment.
Demonstrated ability to triage competing requests, set appropriate priorities, anticipate problems, and move routine work forward independently while recognizing when to seek guidance or escalate.
Clear, professional written communication; careful proofreading; and sound judgment when handling reporter inquiries, external requests, and sensitive information.
Proficiency with calendars, spreadsheets, shared documents, and contact databases; comfort using task...

About Environmental Protection Network (EPN)

Non-profit Organizations · 11-50 employees · headquartered in Washington, DC · founded 2017