External Relations Coordinator

3 weeks ago

Middleton, United States Ballotpedia Full time

Ballotpedia is seeking a full-time, 100% remote External Relations Coordinator to provide essential support and project management for its External Relations department. Ballotpedia’s External Relations department leads development, data sales, and strategic partner functions on behalf of the organization with individuals and organizations nationwide. This position will provide comprehensive support to Ballotpedia’s External Relations department including scheduling, meeting planning, project management, document drafting and review, and general administrative support.

The External Relations Coordinator will play an integral role in coordinating department activities and tracking department successes. They will also be responsible for planning various recurring and ad hoc internal meetings and events for donors and other partners.

The position reports to the Director of External Relations.

**Responsibilities**

As an External Relations Coordinator, you will:

- Provide sophisticated calendar management for the department, prioritizing inquiries and requests while troubleshooting conflicts gracefully, making judgements and recommendations to ensure smooth day-to-day engagements.
- Provide administrative project management support and organization for the External Relations department’s major department-level projects, including setting up, monitoring, and managing team task workflows in our project management software, Asana.
- Assist with travel and meeting follow-up and next action coordination (i.e. coordinating notes and promptly entering important follow-up and tracking information in Salesforce).
- Maintain overall ownership of Salesforce for Ballotpedia users, including monitoring and updating the system, developing routine department reports, and updating contact information and files.
- Coordinate, attend, take notes for, and capture next actions during key department meetings (including weekly department team meetings, cross-departmental meetings, and significant external meetings).
- Coordinate Ballotpedia’s partnership, speaking, and sponsorship opportunities, including tracking requests, event logistic support, maintenance of records surrounding requests/opportunities, and other support as needed.
- Coordinate the administration of Ballotpedia’s Outreach and Partnership program, including tracking events, sponsorships, and partnerships, meeting preparation and coordination, and post-event follow-up.
- Respond proactively to donor and partner inquiries, routing communications to appropriate staff members.
- Assist with various mailings and donor recognition activities.
- Update, manage, organize, review, and archive department records.
- Conduct donor, customer, and partner research as needed.
- As needed, represent Ballotpedia at in-person conferences and events, as well as in-person department meetings.

**Qualifications**

The ideal External Relations Coordinator will have:

- A demonstrated passion for Ballotpedia’s mission.
- Preferably 1-3 years experience working in an administrative or program support role and/or in a fundraising or sales environment.
- Prior experience working with customer relationship management (CRM) systems, especially Salesforce.
- Prior event and/or meeting planning experience is a plus, but not required.
- Excellent judgment with the ability to maintain a high level of integrity and discretion in handling confidential information.
- Impeccable attention to detail, a love for logistics and organizing, and a passion for coordinating people and projects.
- An appreciation for and dedication to providing exceptional customer service, as well as a high degree of professionalism in dealing with diverse groups of people.
- A desire to work collaboratively with Ballotpedia staff from multiple departments.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- A first-rate customer service mindset with a soft spot for hospitality and seamless experiences.

**Environment**

The External Relations Coordinator will work remotely from their home location. All Ballotpedia staff work remotely. To join Ballotpedia, you must have a computer with Internet access. Ballotpedia uses the Google Workspace (Gmail, Google Calendar, Drive, and more), Slack, Asana, and Salesforce to accomplish our goals. Some familiarity with the Google Workspace, Slack, and Asana is helpful.

Ballotpedia has a flexible work environment, BP Flex, in which every employee enjoys unlimited vacation and flexibility in scheduling. During new employee training, each employee will be oriented to the principles of Ballotpedia’s flexible environment.

**Compensation**

The pay range for the External Relations Coordinator is $44,000-$46,500 and will be commensurate with experience.

In addition to salary, Ballotpedia offers an annual benefits stipend equivalent to $8,000, which is paid out in equal increments in each paycheck once a

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