Communications & Administrative Assistant

Job Description:

Position Summary

The Communications and Administrative Assistant provides routine communications production, editing, and coordination and shared administrative and membership support for the Federation of PEI Municipalities.

Working under the direction of the Communications and Engagement Officer, the position helps maintain timely, consistent member communications, educational and program resources, and digital content while providing first-contact, records, registration, and event-logistics support that strengthens day-to-day office operations and helps implement the Federation’s strategic direction.

The position works within established priorities, templates, brand standards, and approval processes.

Reporting Relationship

The position reports to the Communications and Engagement Officer and works closely with the Executive Assistant and Office Manager, Programs Officer, Policy and Research Officer, members, partners, and event contacts.

Key Responsibilities

Communications production, editing, and coordination (approximately 65%)

• Draft and format routine member updates, newsletters, notices, event communications, social media posts, annual report content, and website content for review and approval by the Communications and Engagement Officer.
• Schedule approved digital content and maintain communications calendars, distribution lists, content files, and routine monitoring logs.
• Create basic graphics, presentations, photographs, short-form digital content, and event materials using approved templates and brand standards.
• Update website pages and social media channels with approved information and identify outdated or incomplete content for follow-up.
• Monitor social media comments and escalate issues as appropriate.
• Support member education and public awareness activities by assembling approved information and preparing, formatting, scheduling, and distributing guidance notes, templates, webinar materials, orientation resources, and other practical content.
• Collect routine program, policy, event, and member information from staff and prepare first drafts or production-ready materials.
• Assist other staff members in drafting, editing, and formatting correspondence for members, partners, and government.
• Track basic engagement information and prepare routine summaries to assist the Officer in evaluating communications activity.
• Provide communications and logistics support for the AGM, Semi-Annual Meeting, workshops, campaigns, consultations, and special events.

Administration and membership support (approximately 35%)

• Serve as a first point of contact for general telephone, email, and in-person inquiries; provide routine information and direct specialized matters to the appropriate employee.
• Monitor the general inbox and maintain current membership contact information, distribution groups, directories, and related administrative records.
• Support routine member follow-up, registrations, attendance lists, surveys, confirmations, and information requests.
• Coordinate routine event and meeting logistics, including registration materials, name tags, supplies, room requirements, catering, and host-municipality or supplier follow-up.
• Edit, format, proofread, copy, distribute, and file routine documents, correspondence, and meeting materials.
• Maintain shared electronic files, templates, inventories, and administrative tracking tools in accordance with established practices.
• Provide planned office and reception coverage and other routine administrative assistance to the Executive Assistant and Office Manager.

Required Qualifications

• A diploma or certificate in communications, public relations, marketing, digital media, office administration, business administration, or a related field. An equivalent combination of relevant education, training, and experience may be considered.
• Experience in the production of communications or digital content.
• Experience in customer/member service or administration.
• Experience drafting and formatting clear, accurate content for newsletters, reports, websites, social media, notices, or similar publications and materials.
• Proficiency with Microsoft 365 and familiarity with content-management systems, email platforms, social media tools, and basic design tools such as Canva.

Skills and Competencies

• Clear writing, proofreading, and plain language communication.
• Strong organization, follow-through, and attention to detail.
• Sound judgement in routing inquiries and recognizing matters requiring review.
• Service-oriented and respectful communication with members, partners, and the public.
• Ability to manage recurring deadlines and shifting priorities in a small-team environment.
• Discretion, confidentiality, political awareness, and non-partisan conduct.
• Willingness to collaborate, receive direction, and work within approval processes.

Working Conditions

Office-based work with regular computer use, recurring communications deadlines, and periodic evening or off-site support for Board, member, and public events. Occasional travel within Prince Edward Island may be required.

Application Requirements

Please apply with a resume and a cover letter detailing how your experience meets the requirements of the position.

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