Advocacy & Education Programs Coordinator

airmovementandcontrolassociationinternational; Arlington Heights (IL); Hybrid; USD 65,000 - 73,000; Full time

Benefits offered by this job

hybrid work environment

Job summary

AMCA International in Arlington Heights, IL, is seeking an Advocacy and Education Administrative Specialist / Coordinator to provide comprehensive operational and administrative support. The role manages schedules, data systems, meetings, events, and communications to enable the Advocacy & Education team to advance committees and regulatory initiatives.

The position requires strong organization, Microsoft Office proficiency, and experience supporting committees or association environments.

Qualifications

• Impeccable organization, professionalism, and communication skills are a must.
• Detail-oriented and able to work independently while managing multiple priorities.
• Demonstrated proficiency in Microsoft products (Teams, Outlook, PowerPoint, Word, etc.) for agendas, minutes, and formal documentation
• Basic Microsoft Excel for tracking regulatory deadlines, action items, and committee activities
• Proficiency working with SharePoint and cloud-based document management systems for organized file storage and version control
• Experience handling confidential or sensitive information with discretion
• Preferred: Experience with Microsoft Teams (or similar) and supporting virtual meetings
• Preferred: Experience supporting committees, boards, or association environments

Responsibilities

• Manage calendars, schedule committee meetings, and coordinate meeting logistics, including preparation of agendas, materials, and minutes
• Track action items and committee activities using established workflows and tracking tools.
• Maintain organized documentation and data systems (e.g., SharePoint), ensuring accuracy, version control, and accessibility of advocacy materials
• Compile and format reports, summaries, and communications for internal and external use.
• Coordinate logistics and provide administrative support for advocacy meetings, events, and stakeholder engagement activities
• Staff liaison (eventually) for advocacy and education working groups, working up to staff liaison for subcommittees that meet infrequently
• Support internal coordination and communication to ensure timely progress across advocacy and education initiatives
• Provide support for learners experiencing login issues, navigation issues, and progress-tracking errors in our learning management system (LMS).
• Provide administrative support for the RCEP portal and PDH issuance, ensuring 100% accuracy in credit reporting and the timely delivery of completion certificates to participants.
• Provide logistical support for live webinars and online training, managing attendee registration, invoicing, technical troubleshooting, and chat moderation while maintaining a professional and interactive environment.
• Provide logistical support for in-person training events (1-2 times per year), managing guest check-ins and the ordering, set up, and cleanup of breakfast and lunch while maintaining a professional and welcoming environment.
• Other duties as assigned.

Skills

Organization

Communication

Microsoft Office

SharePoint

Discretion

Meeting coordination

Event support

Remote collaboration

Education

Administrative experience (1-2 years)

Experience supporting committees or association environments

Tools

SharePoint

Microsoft Teams

Outlook

PowerPoint

Word

Excel

Job description

AMCA International in Arlington Heights, IL, is seeking an Advocacy and Education Administrative Specialist / Coordinator to provide comprehensive operational and administrative support. The role manages schedules, data systems, meetings, events, and communications to enable the Advocacy & Education team to advance committees and regulatory initiatives.

The position requires strong organization, Microsoft Office proficiency, and experience supporting committees or association environments.