Job Title: Briefings Assistant
Reports to: Briefings Manager
Department: Field Management
Position: Ongoing internship, 12 – 16 hours per week, 3 month minimum commitment
Salary: Unpaid; however, we do have an attractive Intern Recognition Program. Interns receive certificates to be used towards a qualified Earthwatch expedition, an exciting opportunity to participate in important field research projects.
Posting date: September 26, 2011
Earthwatch Institute is an international, non-profit organization that engages people worldwide in scientific field research and education to promote the understanding and action necessary for a sustainable environment.
An Earthwatch internship will allow you to gain valuable work experience, build your skill set, and profit from networking opportunities. This production internship not only provides an opportunity to experience publishing in a small, nontraditional environment; it will also expose you to the different scientific disciplines our projects involve, to aspects of volunteer field management, and to aspects of volunteer and corporate fellowship communications. You will get an insider’s view of the day-to-day business of an international non-profit organization that has offices in the UK, Australia, and Japan.
Interns are treated as regular staff members: you will go through an orientation program, receive a written job description, be assigned a mentor, and will be invited to participate in all Earthwatch-related activities, from guest lectures to social events. Interns fill a vital role in our organizational structure and we will treat you accordingly.
Responsibilities:
The briefings production assistant intern will work in Earthwatch Institute’s Marketing Department in Boston, Massachusetts. The intern will assist the briefings manager with expedition briefings production, which includes creating first-draft versions by transferring project information to a briefing template, creating briefings for the web, helping with update production and distribution, producing an Adobe form version, and performing administrative duties such as filing briefings upon their return from the printer, sending briefings to our Japan office, and placing print and paper orders as needed.
Expedition briefings are 30–50 page documents produced for each Earthwatch-sponsored research project. They include information about research goals, project sites, safety, accommodations, staff, and other aspects of the projects. Earthwatch volunteers use these documents as field guides on their expeditions, and Earthwatch staff members often refer to the briefings for information about particular expeditions.
Depending on the number of hours available, the intern may also provide administrative and editorial assistance for other field management tasks.
Tasks:
Editorial/production assistance on briefings includes:
- Copying and pasting information from either last year’s briefing or a current proposal into the appropriate sections of the current briefing template and/or renewal form
- Adjusting all formatting after editor’s final edit to be consistent with current Earthwatch briefing styles and fonts
- Compiling supplementary briefing information as needed
- Creating PDF files from final Word versions of briefings and manipulating the PDF versions through minor edits to prepare them for printing
- Communicating with the printing company
- Notifying staff that briefings are available when they return from the printer
- Filing briefings in the US office and mailing briefings to affiliate offices as needed
- Cataloging prior briefings in the Earthwatch library
Other projects the briefings production assistant may work on include:
- Assisting with proofreading, basic writing, or other editorial tasks as needed
- Assisting with other administrative or field management duties as related to briefings production and distribution
Qualifications
- Computer proficiency, including with the Internet and Microsoft Office
- Proficiency with Microsoft Word is absolutely essential
- Proficiency with Adobe Acrobat
- Excellent organizational skills
- Solid editorial skills
- Keen attention to detail
- Basic layout experience preferable
- Ability to multi-task
- Ability to work independently
Only those applicants with a confirmed place to stay within commuting distance to Boston, MA, will be considered. Applicants must currently be eligible to work in the United States. This position is based in our Boston office, located in Allston near the Harvard Business School campus. All interns are required to have individual health insurance. Placement will be subject to qualifications and availability.
Please send cover letter and resume to Marsha O’Doherty, Director of HR, hr@earthwatch.org with Marketing Internship in the subject heading; fax 978-897-0935; mail HR Earthwatch Institute, 114 Western Ave., Boston, MA 02134.