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Government Affairs Coordinator
4 months ago
JOB SUMMARY:
The Government Affairs Coordinator is a key position working directly with the Vice President of Government Affairs, SVP/Chief Mission Officer, and the Government Affairs team in the areas of government relations, external affairs, and departmental coordination. This position coordinates activities for the Government Affairs team, Chief Mission Officer, and helps coordinate activities across the Mission Advancement department. This position supports the Aquarium's relationships with government officials and partner organizations to achieve public funding and conservation policy goals. Key tasks include calendar management, scheduling, financial reporting, meeting preparation, data tracking, preparing department reports, research, memo writing, event planning, office support, and coordinating department meetings and activities. The Government Affairs Coordinator will participate in cross departmental workgroups and teams to meet organizational objectives. This individual must manage time effectively, act independently to solve issues, and adjust to needs and priorities that can change daily.
ESSENTIAL FUNCTIONS:
Provide administrative and project management support to the SVP/Chief Mission Officer and Government Affairs team. Coordinate meetings and activities across the Mission Advancement department.
* Manage calendar for the SVP, integrated with Leadership Team, and VP, and use keen judgement in prioritizing requests.
* Responsible for project management of Government Affairs and external stakeholder meetings, including research, planning, and preparatio
* Schedule meetings and coordinate activities for the Mission Advancement department.
* Processes monthly credit card expenditures. Submit invoices and budget reports in a timely fashion.
* Draft reports, presentations, and documentation for Aquarium leadership.
* Compose, edit and proofread written materials for the department.
* Take accurate meeting minutes, and track and follow up on action items.
* Provide in-person office support for the Government Affairs team.
* Prepare purchase orders, invoices, and maintain budget records. Execute contracts and purchasing for the department, when necessary.
* Process and track relevant department data and ensure information is catalogued in appropriate organizational databases.
Collaborate with the Government Affairs team to implement public funding and policy advocacy strategy. Help achieve public funding goals and advance the National Aquarium's conservation mission.
* Work with VP of Government Affairs and Government Relations Manager to implement public funding strategy. Organize scheduling, tracking, and maintenance of local, state, and federal funding requests.
* Work with the Senior Conservation Policy Manager to implement policy advocacy strategy. Research policies, prepare memos, draft testimony, and track policy advocacy activities.
* Monitor legislation and regulations affecting Aquarium operations and related to the Aquarium's strategic conservation goals.
* Provide regular updates to the Government Affairs team on the status of priority requests and policies.
* Schedule meetings with elected officials, government agencies, community stakeholders, and Aquarium partners.
* Create materials for meetings, including presentations, proposals, reports, and letters, working with colleagues across the organization to as necessary to gather materials and information.
Track stakeholder engagement and support cultivation efforts through site visits, tours, and special events.
* Coordinate visits by elected officials and VIPs, including reserving space, and coordinating catering, educational materials and logistics. Greet guests, join visits, and serves as primary tour guide or operations coordinator when necessary.
* Provide support for events, including the biennial Legislative Family Night. Leads event planning, when necessary.
* Draft correspondence to elected officials and staff.
* Responsible for solving problems related to coordinating events, including troubleshooting, solving time management concerns, and inter-departmental dynamic
* Maintain updated contacts and notes in Salesforce to ensure continued relationships between the Aquarium and its stakeholders.
Maintain relationships across the organization and with subject matter experts to ensure the Government Affairs team can leverage the resources required to accomplish the team's goals.
* Network and understand the functions and processes of Aquarium teams and their relationship to the organization's mission.
* Attend cross departmental meetings to identify information that needs to be shared with stakeholders. Share updates from the team, as needed.
* Initiate and assist in developing and designing market specific publications and materials for cultivations and outreach.
Serve as the Government Affairs liaison to and member of the Board Engagement Group and provide support in planning Board meetings, handling Board requests, and preparing necessary materials. Participate in other cross departmental workgroups and teams to meet organizational objectives, as appropriate.
Other duties as assigned.
Qualifications/Basic Job Requirements:
* Entry level position seeking candidate with BA/BS and 1-2 years of experience in government relations, development, state/local government, conservation, communications, or another related field.
* Experience with meeting preparation, memo writing, and special event planning.
* Experience managing complex projects, calendars, and timelines.
* Be able to regularly work on-site at the National Aquarium's offices in Baltimore City.
Competencies:
* Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
* Must maintain the utmost level of professionalism in responding to communications and when interacting with Board members, government officials, and other high-profile members of the community.
* Ability to work independently, manage own time effectively, maintain control over current projects/responsibilities. Follows up on all relevant issues.
* Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, external partners, and donors.
* Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer/client service and response.
* Possesses necessary knowledge to effectively perform job and able to apply what is learned on the job. Acquires new knowledge and skills as required by the job.
* Problem solver and forward-looking thinker, who actively seeks opportunities and proposes solutions.
* Strong writing and editing skills along with developed technical skills.
* Experience in the Microsoft Office suite (Outlook, Word, Excel, and PowerPoint).
* Knowledge of the legislative process at the local, state, and federal levels, including reading, understanding and developing abstracts for legislation.
* Interest in environmental conservation.
* Must be able to work a flexible schedule including occasional evenings and weekends.
Human Relations:
* Work effectively with colleagues across the organization, in addition to organizational leadership, Board Members, volunteers and donors.
* Highly responsive and eager to support projects and requests.
* Can be relied upon to meet work schedules and fulfill job responsibilities and commitments. Meets deadlines and follows instructions.
* Flexible Work Arrangement available to eligible employees up to two days per week.
* Adhere to all organizational and departmental policies and procedures.
The National Aquarium is committed to diversity and invites individuals who bring a diversity of culture, experience and ideas to apply.
About the National Aquarium
The National Aquarium in Baltimore, Maryland, is a nonprofit organization that's changing the way humanity cares for our ocean planet. The Aquarium's award-winning habitats are home to thousands of animals representing hundreds of species of fish, birds, amphibians, reptiles and mammals. We are proud to be accredited by the Association of Zoos and Aquariums, and strive to meet or exceed AZA standards in all aspects of animal care and welfare. A dedicated team of full- and part-time employees and volunteers drives the Aquarium's mission to inspire conservation of the world's aquatic treasures. More than a million guests visit the Aquarium each year, and millions more participate in its conservation, education and engagement initiatives.
Our Culture
The National Aquarium opened in 1981 as a visitor attraction and has evolved into a conservation organization that operates a world-class aquarium. Our core values-integrity, innovation, service, excellence, and engagement-form the basis for our beliefs about our organization, our colleagues and ourselves, and serve as the framework to guide our behavior and actions to achieve our mission. Through unparalleled exhibits, science-based education programs and hands-on field initiatives, the Aquarium is at the forefront of efforts to connect people with the natural world and raise awareness of the challenges facing our ocean.
Our Mission and Goals
By connecting people with nature, the Aquarium drives conservation action for the benefit of people, animals and the planet. The Aquarium's mission-to inspire conservation of the world's aquatic treasures-begins within the walls of its buildings, but it does not end there. The Aquarium protects, enhances and restores natural resources through education and engagement, habitat restoration, animal rescue and sustainable business practices, with its conservation work guided by three overarching goals-to combat climate change, save wildlife and habitats, and stop plastic pollution.
