Communications Coordinator

The Communications Coordinator provides communications, event, and administrative support to the Marketing & Communications department and executive team. Working with the Marketing & Communications Manager, this position helps prepare and distribute internal communications, maintain intranet content, and coordinate community outreach and sponsored events. The role also supports executive calendars, meeting coordination, travel arrangements, and correspondence.

The position is structured with approximately 60% of its time dedicated to communications support and 40% to executive administrative support. Priorities are coordinated with the Marketing & Communications Manager and executive team, with the balance adjusting based on organizational needs.

Essential Job Functions

Communications Support | Approximately 60%

• Prepare, format, and distribute internal communications, including emails, newsletters, and intranet content, using established templates and communication tools.
• Draft, edit, and proofread communications, ensuring accuracy, clarity, and consistency with OSG’s voice and messaging.
• Gather content and updates from internal teams, coordinate review deadlines, and maintain communications calendars and task lists.
• Publish and maintain approved intranet content, including announcements, event details, and organizational resources.
• Partner with the Marketing & Communications Manager to plan community outreach and sponsored events, coordinating materials, supplies and communication with event partners.
• Coordinate volunteer sign-ups, reminders, and instructions; support on-site event activities and represent OSG as needed.
• Provide administrative and coordination support for additional communications and marketing projects as assigned.

Executive Administrative Support | Approximately 40%

• Support CEO and COO calendars, serving as a contact for scheduling requests, coordinating appointments and meetings, resolving scheduling conflicts, and arranging related meeting logistics.
• Prepare and distribute meeting agendas and materials; record meeting notes and follow-up items as requested.
• Draft, format, and distribute approved correspondence and communications on behalf of executive leadership; monitor assigned correspondence and follow up on requests as directed.
• Assist with travel arrangements, conference registrations, lodging, transportation, and itineraries.
• Handle sensitive organizational, financial, and personnel information with discretion while providing day-to-day administrative support to the executive team.

General

• Regular, predictable, and reliable attendance is necessary to perform the responsibilities of this position, maintain appropriate coverage and continuity of work and patient care, and support timely and effective operations. Employees are expected to report to work as scheduled, be punctual, remain available during assigned work hours, and follow established procedures for reporting absences or schedule changes.
• Performs other related duties as assigned by management, for which appropriate training will be provided, to support departmental objectives and organizational success.

Required Qualifications

• Bachelor’s degree in communications, business, healthcare administration, or a related field.
• Two or more years of relevant experience supporting organizational communications and administrative functions, including calendar management, meeting coordination, and confidential correspondence for senior leaders.
• Strong writing, editing, proofreading, and interpersonal communication skills, with the ability to communicate clearly with different audiences.
• Demonstrated organizational skills and attention to detail, with the ability to coordinate logistics, prioritize competing requests, and meet deadlines.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn communication and intranet tools.
• Ability to travel between OSG locations and to local events as needed, with occasional schedule flexibility for meetings or events outside regular working hours.

Preferred Qualifications

• Experience preparing internal communications, including emails, newsletters, and intranet content.
• Familiarity with email publishing tools and SharePoint or another intranet platform.
• Experience supporting community events, sponsorship activities, or volunteer coordination.
• Familiarity with business travel arrangements and routine executive administrative processes.

A successful Communications Coordinator will….

• Embrace OSG’s purpose of “we take care of people.”
• Be detail-oriented and committed to delivering high-quality work.
• Show initiative, anticipate needs, and follow through on commitments.
• Use sound judgment and maintain professionalism and confidentiality.
• Build trusted relationships and communicate clearly with different audiences.
• Be adaptable and resourceful, staying organized as priorities change.
• Ask thoughtful questions, seek guidance when needed, and remain open to feedback.
• Be comfortable with technology and eager to learn new tools and approaches.