**SIGN-ON BONUS**
The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.
Reporting to the Associate Director of Advancement Communications, the Production and Editorial Assistant provides administrative, editorial, and project management support for the Communications Office. The Production and Editorial Assistant coordinates incoming project requests, manages production schedules and workflows, tracks project details and deadlines, and helps ensure timely delivery of high-quality print and digital materials.
Primary Duties and Responsibilities
Project Coordination
- Manage project requests for Communications, ensuring that requests are documented on the production calendar (in Wrike) and assigned to appropriate staff;
- Schedule projects based on departmental and individual workload; monitor and adjust timelines and due dates;
- Proactively monitor project progress and keep stakeholders informed of timelines, updates, and any changes;
- Execute basic graphic design (update existing designs such as event invitations, signage, promotional items, etc.);
- Train all users in project management software and troubleshoot user issues.
Editorial Support
- Execute the Class Notes process for Deerfield Magazine, including proofreading, posting to Deerfield.edu, and preparing the files for layout;
- Draft event recaps and other editorial content for Deerfield Magazine as needed;
- Provide copyediting and proofreading services as needed to the Communications Office and Director of Communications.
Administrative Support
- Collect and organize creative assets (photos, copy, etc.) for associated tasks;
- Create forms, templates, and documents to support Communications workflow, including those connected to Deerfield.edu (Gravity Forms);
- Collaborate with the Finance Office to ensure outside vendors provide the necessary paperwork (W9s, recording permission, waivers, insurance, etc.);
- Provide ongoing website support, including reviewing and editing content, managing user access and training, maintaining online forms, updating webpages, and troubleshooting issues in collaboration with the web developer;
- Approve 25Live calendar requests for the public-facing web calendar;
- Monitor the communications@deefield.edu inbox and triage emails on a daily basis;
- Collaborate with various departments to manage stationery and paper orders and inventory;
- Assist the Director of Communications in the timely processing of billing and invoices;
- Coordinate with various print vendors, internal stakeholders, and shipping and receiving;
- Maintain and organize supplies and materials in the Communications Office;
- Serve as Communications’ representative in the Academy mailroom;
Other duties as assigned.
Job Specifications
- Associate’s degree required;
- 3-5 years of administrative experience;
- Proficiency with MS Office Suite and Google Suite required;
- Experience with Adobe platforms preferred; aptitude and strong willingness to learn email marketing software, Wrike, and other tools as needed, required;
- Excellent verbal and written communication and organizational skills with exceptional attention to detail and a high level of tact and diplomacy;
- Exceptional customer service acumen;
- Exceptional attention to detail, with a demonstrated ability to maintain accuracy, consistency, and quality across multiple projects and competing priorities;
- Ability to prioritize and handle multiple tasks with concurrent deadlines;
- Excellent proofreading skills;
- Demonstrated project management skills required;
- Ability to multi-task effectively;
- Ability to work independently and as part of a team, and to take initiative in a fast-paced environment;
- A high level of integrity, a strong work ethic, and a positive outlook;
- Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community;
- Ability to manage, and sensitivity to, highly-confidential information.
Physical Job Demands:
- Close visual acuity to analyze data and figures and to view a computer terminal
- Ability to sustain substantial movements of the wrist, hands and/or fingers
- Ability to frequently sit for sustained periods of time
- Ability to occasionally stoop, kneel or reach
- Ability to occasionally lift, carry, push, pull or otherwise move objects up to 40 lbs.
Working Conditions
The worker is mainly in an office environment and is not substantially exposed to adverse environmental conditions.
Special Instructions for Applicants
Application materials must include:
- A cover letter summarizing interests and qualifications
- A complete resume or curriculum vitae
Compensation & Benefits
Deerfield Academy offers a competitive total compensation package, where base compensation or salary is just one component. Pay within the published range is determined by factors such as qualifications, job-related knowledge, skills, and experience, allowing for growth and progression within the role.
We also offer a comprehensive suite of benefits to eligible employees, including:
- Health & Financial: Medical, dental, and vision insurance; a 403(b)-retirement plan; and employer-paid life and disability plans.
- Time Off: Generous paid time off and paid holidays.
- Campus Perks: Tuition remission, fitness center access and complimentary dining hall meals
See benefit plan details here.
Disclaimer
The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance.