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Key Responsibilities and Required Skills for Written Communications Assistant

💰 $45,000 - $65,000

CommunicationsWritingContent

🎯 Role Definition

The Written Communications Assistant supports the organization's external and internal messaging by drafting, editing, proofreading, and managing written content across channels. This role ensures clarity, accuracy, brand voice consistency, and accessibility in newsletters, web pages, press releases, social posts, policy summaries, and internal memos. The ideal candidate combines strong copyediting skills, familiarity with CMS and SEO best practices, and the ability to collaborate with cross-functional stakeholders to turn complex topics into clear, audience-appropriate content.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Editorial Assistant
  • Communications Intern
  • Marketing Assistant

Advancement To:

  • Communications Specialist / Content Specialist
  • Content Manager / Editorial Manager
  • Public Relations or Corporate Communications Manager

Lateral Moves:

  • Social Media Specialist
  • Marketing Coordinator
  • Technical Writer

Core Responsibilities

Primary Functions

  • Draft clear, concise, and audience-appropriate content for web pages, blogs, newsletters, press releases, reports, FAQs, and internal memos while maintaining brand voice and organizational tone.
  • Edit and proofread copy for grammar, punctuation, style (AP, Chicago, or house style), clarity, and factual accuracy before publication or distribution.
  • Adapt technical, legal, or subject-matter-expert input into plain-language summaries and user-focused content for diverse audiences.
  • Coordinate with subject matter experts, program leads, and external vendors to gather timely information, verify facts, and obtain approvals for publication.
  • Manage content in a content management system (e.g., WordPress, Drupal) including uploading copy, applying formatting, meta descriptions, and featured images.
  • Optimize web and blog content for SEO: perform keyword integration, write SEO-friendly headlines and meta descriptions, and follow best practices for readability and discoverability.
  • Produce and customize email communications (campaigns, announcements, internal newsletters) using email platforms (e.g., Mailchimp, SendGrid), including subject-line testing and audience segmentation.
  • Draft and update press materials: press releases, media advisories, backgrounders, and pitch language tailored for reporters and outlets.
  • Maintain and apply the organization’s editorial style guide; propose updates and train colleagues on style, accessibility, and plain-language principles.
  • Create and manage a content calendar in coordination with marketing, programs, and leadership to schedule and prioritize content production and distribution.
  • Support internal communications by creating memos, all-staff announcements, meeting summaries, and intranet content that align with HR and leadership objectives.
  • Prepare briefing notes, talking points, and short speeches for senior staff; synthesize complex topics into concise, usable materials for spoken and written presentation.
  • Ensure content accessibility (WCAG), including alt text for images, structured headings, and plain-language alternatives for complex content.
  • Perform fact-checking and source verification for data, quotations, dates, and legal references before publication.
  • Track content performance using analytics tools (e.g., Google Analytics) and generate simple performance reports with actionable recommendations to improve engagement and reach.
  • Support crisis and rapid-response communications by drafting time-sensitive messaging, coordinating review cycles, and ensuring consistent public-facing language.
  • Localize or adapt content for different audiences and channels, coordinating translations or working with localization partners when needed.
  • Assist with social media copywriting and scheduling, adapting longer content into short-form posts and creating coherent multi-channel messaging.
  • Create and maintain templates, boilerplate language, and reusable copy blocks for recurring communications (grant announcements, program updates, policy changes).
  • Manage multiple writing and editing projects concurrently, track deadlines, and communicate status to stakeholders to ensure timely delivery.
  • Implement and enforce version control, content archiving, and document naming conventions to ensure content provenance and compliance with records policies.
  • Provide basic media monitoring and clipping: summarize coverage, extract quotes, and highlight reputational issues for the communications team.

Secondary Functions

  • Support ad-hoc requests such as preparing one-off briefing materials, event copy, or program descriptions for proposals.
  • Assist with transcription and captioning for recorded events and video content to improve accessibility and repurposing.
  • Contribute to brainstorming sessions for campaign concepts, editorial themes, and content series.
  • Help onboard new colleagues to the editorial workflow, CMS basics, and content guidelines.
  • Maintain an up-to-date asset library (images, logos, boilerplate text) and support simple design or layout tasks in collaboration with the design team.
  • Conduct basic competitor or sector content reviews to identify messaging trends and opportunities.
  • Participate in user testing of content for clarity and usability and incorporate feedback into iterative edits.
  • Support simple project management tasks: tracking approvals, updating status sheets, and scheduling stakeholder review meetings.

Required Skills & Competencies

Hard Skills (Technical)

  • Exceptional copyediting and proofreading skills with demonstrated mastery of AP Style, Chicago, or internal editorial standards.
  • Strong plain-language writing and experience translating complex or technical subject matter into accessible content.
  • Content Management System (CMS) experience — WordPress, Drupal, or similar — including publishing, formatting, and metadata entry.
  • Search Engine Optimization (SEO) fundamentals: keyword research, on-page optimization, meta descriptions, and content readability.
  • Experience with email marketing platforms (e.g., Mailchimp, Constant Contact) and basic email campaign setup and reporting.
  • Proven ability to write press releases, media advisories, and public-facing statements that follow media conventions.
  • Familiarity with analytics tools (Google Analytics, content performance dashboards) to interpret basic engagement metrics and produce recommendations.
  • Competency with Google Workspace and Microsoft Office (Docs, Sheets, Slides) for drafting, collaboration, and simple reporting.
  • Knowledge of accessibility best practices (WCAG), including alt text, heading structure, and plain-language alternatives.
  • Experience using collaboration tools (Slack, Microsoft Teams, Asana, Trello) and version control for editorial workflows.
  • Basic transcription or captioning skills, or experience coordinating transcription vendors.
  • Familiarity with social media platforms (LinkedIn, Twitter/X, Facebook, Instagram) and ability to adapt long-form content into social copy.

Soft Skills

  • Strong attention to detail and commitment to accuracy and editorial quality.
  • Excellent interpersonal and stakeholder management skills; comfortable coordinating with technical experts, managers, and external partners.
  • Ability to prioritize competing deadlines, manage multiple projects, and deliver under tight timelines.
  • Clear, concise communicator who can provide and receive constructive editorial feedback.
  • Curiosity and research orientation: able to verify facts, locate authoritative sources, and perform quick topical research.
  • Adaptability and responsiveness in fast-moving or crisis communications situations.
  • Strong organizational skills and process orientation to maintain consistent content workflows.
  • Collaborative mindset and ability to work effectively within cross-functional teams.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree in Communications, English, Journalism, Marketing, Public Relations, Technical Writing, or a related field.

Preferred Education:

  • Master’s degree or advanced certification in Communications, Journalism, Public Relations, Technical Writing, or Content Strategy.
  • Additional coursework or certificates in SEO, accessibility (WCAG), or digital communications preferred.

Relevant Fields of Study:

  • Communications
  • English / Creative Writing
  • Journalism
  • Marketing / Public Relations
  • Technical Writing

Experience Requirements

Typical Experience Range: 1–4 years of professional experience in communications, editorial, content creation, or related roles.

Preferred: 3+ years of progressive experience creating and editing public-facing content, managing CMS publishing, and supporting communications campaigns in nonprofit, corporate, agency, or government environments. Experience with SEO, analytics, and accessibility is strongly preferred.

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