External Affairs Coordinator
The External Affairs Coordinator is a key position working directly with the Senior Vice President of External Affairs & Vice President of Government Affairs in the areas of government relations and external affairs. This position is responsible for the coordination of all meeting planning, budget tracking, and clerical functions related to the External Affairs department, in a busy office environment and with needs and priorities that can change daily. This position supports the Aquarium's relationships with local, state, and federal elected officials, staffs, and government agencies in order to achieve public funding goals, lobbying, and advocacy efforts. Responsible for managing action lists, project plans, interdepartmental coordination, scheduling, and high quality and timely organization of day-to-day government affairs activities and initiatives. Manage the preparation and distribution of government affairs related correspondence, publications, and other written materials. Participate in devising strategy and ensuring full and high quality implementation.
- Coordinate Government Affairs public funding calendar and support execution of public funding requests.
- Organize scheduling, tracking, and maintenance of local, state, and federal capital and
- operating grant requests.
- Schedule meetings with elected officials, government agencies, community stakeholders, and Aquarium partners.
- Create materials for government affairs meetings and solicitations, including presentations, proposals, reports, and letters, working with colleagues across the organization to as necessary to gather materials and information.
- Manage arrangements for government affairs meetings, tours and events as necessary, including reserving space, and coordinating catering, materials and logistics. Greet guests, join visits and serve as primary tour guide when necessary.
- Manage the logistics of external conferences and internal tours and events.
- Manage the logistical aspects of annual conventions: submit and confirm registration,
- manage participant logistics, staffing schedules and registration procedures.
- Manage the logistics of VIP tours and on-site educational meetings with elected officials, staffs, and government agencies.
- Serve as a tour guide for the External Affairs department for high-level VIP guests when needed, and as on-site operations coordinator to ensure exceptional guest experience.
- Provide support for large departmental events, including the biennial Legislative Family Night.
- Provide project management support to the Senior Vice President for External Affairs and the Vice President of Government Affairs
- Responsible for project management of Government Affairs and external stakeholder meetings, including research, planning, and preparation.
- Provide support for meetings and conferences, including arranging for conference rooms, supplies, meals, and collecting, copying and assembling materials.
- Compose, edit and proofread informational packets.
- Take meticulous, accurate meeting minutes, and track and follow up on action items.
- Responsible for department's budget reporting in both Intacct and Nexonia accounting systems. Processes monthly credit card expenditures using Nexonia. Submit invoices in a timely fashion.
- Prepare purchase orders, invoices, and maintain budget records.
- Coordinate correspondence with elected officials and staff.
- Answer phones and keep accurate phone logs for follow-up.
- Maintain updated contacts and notes in Salesforce to ensure continued relationships between the Aquarium and its stakeholders.
- Manage calendars for SVP and VP, integrated with Leadership Team, and other key staff, and use keen judgment in prioritizing requests.
- Initiate and assist in developing and designing market specific publications and materials for cultivations and outreach.
- Responsible for solving problems related to coordinating events, including troubleshooting, solving time management concerns, and inter-departmental dynamics.
- 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.
- Successful management of daily interactions with external entities that include legislative and community representatives, board members, Aquarium executives, staff and volunteers.
- Accountable for duties related to participation in events and meetings pertaining to community or government affairs.
- Other duties as assigned.
Qualifications/Basic Job Requirements:
- BA/BS in related field preferred and 1-3 years of experience in development, government relations, cultivation, outreach, marketing or other related field required
- Experience with special event planning at the organizational level
- Experience managing complex projects, calendars and timelines required
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff,
- Board members, external partners, and donors
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer/client service and response
- Must be able to work a flexible schedule including some evenings and weekends
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Strong writing and editing skills along with developed technical skills, including Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Knowledge of the legislative process at the city, county and Federal levels, including the ability to read, understand and develop abstracts for legislation
- 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
- Sincere interest in government relations and external affairs at the non-profit level, stewarding relationships with local, state, and federal elected officials, staffs, and government agencies in order to support lobbying and advocacy efforts, producing products of exceptionally high quality.
The National Aquarium is committed to diversity and invites individuals who bring a diversity of culture, experience and ideas to apply.
ABOUT OUR WORK ETHIC
The work environment at the National Aquarium is high-energy and high-performance. The pace is very fast, and change is constant. In those ways, it is not like some traditional nonprofit workplaces where work responsibilities may be predictable and unchanging, or expectations unclear. Here, we hold ourselves to very high expectations. Ours is a stimulating workplace that attracts unique and energetic people. It's also a culture of continuous improvement, which means we're constantly seeking to move from good to better to best.
The reason for this is the urgency of our mission. We are focused on changing the way humanity cares for our ocean planet. Our mission and communications are rooted in evidence-based science. We are at the center of Baltimore's renaissance, a major player in restoring its iconic Inner Harbor, and deeply committed to inspiring our guests to become "hope-filled conservationists" on a national and international scale.
If you believe this is the kind of environment where you could thrive, we want you on our team. If your talents and our culture are a match, we will invest in your success and you will grow in ways you never imagined.
ABOUT THE NATIONAL AQUARIUM
Recently named one of Baltimore's Best Places to Work, the National Aquarium opened in 1981 as a nonprofit aquatic education and conservation organization, the jewel of the city's Inner Harbor redevelopment. SmartCEO Magazine honored the National Aquarium with the Healthiest Workplace award and the Corporate Culture award in 2016. With a mission to inspire conservation of the world's aquatic treasures, the Aquarium is consistently ranked one of the nation's two top aquariums and has hosted over 51 million guests since opening.
Today, the National Aquarium builds on a 36-year history of local, regional and global conservation initiatives that provide real solutions for protecting marine life, ecosystems and aquatic communities. Its Animal Rescue team has rescued, rehabilitated and released hundreds of marine mammals and endangered sea turtles throughout the Mid-Atlantic region. Its Animal Welfare and Science teams participate in important research efforts to confront pressing ocean conservation issues and advocate for smarter policies at local, state and federal levels. Through education, research, conservation action and advocacy, the National Aquarium is pursuing a vision to change the way humanity cares for our ocean planet.
HOW TO APPLY
Interested and engaged applicants should apply through our website http://aqua.org/jobs. Requests for reasonable accommodation can be made by e-mailing HR@aqua.org
Meet Some of National Aquarium's Employees
Conservation Project Manager
Curtis works with Baltimore students and community members participating in conservation projects. His goal is to empower Chesapeake Bay Watershed residents to become environmental stewards of their own communities.
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