Communications & Publications Associate

The Communications & Publications Associate supports the marketing team with a primary focus on owning the development, coordination, and execution of program books and related content-driven publications. This role serves as a key editorial and production resource, ensuring accuracy, consistency, and timely delivery across public-facing materials. The role also supports communications efforts through research, fact gathering, proofreading, and coordination of content across platforms, and assists with select digital implementation tasks.

Specific Responsibilities:

Publications & Editorial (Primary Responsibility):Program Book & Standalone Programs:

• Own and independently manage the content development and production schedule for all program books and related publications, including digital programs and standalone materials.
• Write, gather, research, edit, and proofread content, coordinating with internal departments, artists, and external partners to ensure accuracy and completeness.
• Maintain production timelines, circulate materials for review and approval, and ensure all deadlines are met.
• Serve as a liaison with print and digital publication vendors (e.g., Buffalo Spree, Onstage Publications), in coordination with other members of the marketing team.

Editorial & Proofing:

• Serve as a key editorial checkpoint for marketing materials, ensuring grammatical accuracy, clarity, and consistency of messaging.
• Verify facts, names, repertoire, and program details across all materials.
• Route materials through appropriate internal stakeholders for review and approval.
• Maintain high standards for public-facing accuracy and consistency across platforms.

Communications Support:

Media Relations & PR Support:

• Research and compile accurate information related to artists, repertoire, guest partners, and programming to support press materials.
• Gather and organize information needed for press releases and media communications.
• Draft, format, proofread, and distribute press releases and media alerts as directed.
• Maintain and update media lists.
• Assist with tracking media coverage and compiling reports.
• Coordinate logistics for media interviews and requests as needed.

Content Coordination:

• Assist in aligning content across website, email, and social platforms to ensure consistency in messaging.
• Maintain and support updates to the department’s Master Copy and core messaging documents.
• Support the implementation of communications plans through organized content tracking and coordination.

Digital & Marketing Support:

• Assist with website updates and email builds using established platforms and templates.
• Collaborate with the Digital Marketing Manager on the implementation of digital campaigns and initiatives.
• Contribute to maintaining consistency in branding and messaging across channels.

Operational & Administrative Support:

• Process departmental invoices and reconcile credit card statements.
• Maintain accurate records in the Marketing Expense Tracker and support financial tracking for the department.
• Support internal project tracking systems, including content production logs and timelines.
• Organize and maintain digital files, marketing assets, and archival media, including upkeep within SharePoint and related systems.

Events & Promotions:

• Assist with the planning and execution of marketing events and promotional activities at Kleinhans Music Hall and external community or partner events.
• Participate in select concert and event coverage, including occasional evenings and weekends, as part of a shared team rotation.

Other:

• Stay informed on industry trends and contribute ideas for improving communications processes.
• Assist with special projects, including CD booklet production and other publications.
• Perform other duties as assigned by the Vice President of Marketing & Communications.

Required Qualifications:

• Bachelor’s degree in communications, marketing, journalism, music, or a related field, or equivalent experience.
• 1–3 years of relevant experience or demonstrated experience through internships, academic work, or similar roles.
• Exceptional writing, proofreading, and editing skills.
• Strong attention to detail and organization, with the ability to manage multiple deadlines and projects.
• Ability to research, gather, verify, and synthesize information accurately.
• Strong interpersonal and communication skills with the ability to coordinate across teams and external partners.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, SharePoint).

Preferred Qualifications:

• Knowledge of and interest in classical music.
• Familiarity with email marketing platforms and content management systems.
• Experience with AP style and public relations best practices.
• Basic understanding of digital marketing tools and platforms.
• Experience working with publications, editorial processes, or content production workflows.

Pay: $18.00 - $20.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Able to work the occasional evening and/or weekend
• Proficient in Microsoft 365 (Word, Excel, Outlook and SharePoint)

Education:

• Bachelor's (Required)

Experience:

• relevant : 1 year (Required)

Work Location: In person