Advocacy Legislative Coord

American-Academy-of-Pe; Washington (District of Columbia); Hybrid; USD 64,000 - 67,000; Full time

Benefits offered by this job

Healthcare and retirement plans

Hybrid work environment

Job summary

American Academy of Pediatrics (AAP) is seeking an administrative support professional to assist the SVP, Advocacy with meeting planning, coordination of travel, and preparation of agendas, minutes, and correspondence. You will help manage advocacy communications, weekly updates, and SharePoint organization.

The role requires a Bachelor’s degree and 1+ year of administrative or office support experience, preferably in a legislative or advocacy setting involving child health policy.

Qualifications

• Bachelor’s degree in communications, political science, or related discipline or an equivalent combination of education and experience required.
• Excellent organizational and written communication skills with attention to detail.

Responsibilities

• Coordinate scheduling of meetings with legislators for AAP members.
• Prepare agendas, minutes, and presentations for meetings.
• Draft invitations and general correspondence letters.
• Support legislative team with sign-on letters, reports, and coalition communications.
• Assist in planning meetings and taking minutes for COFGA and Advocacy Conference.

Skills

Organizational skills

Written and verbal communication

Meeting planning

Multitasking

Team collaboration

Education

Bachelor’s degree in communications, political science, or related discipline

Tools

MS Office

AI tools

SharePoint

Teams/Zoom

MailChimp/Magnet Mail

Adobe Acrobat

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Washington, DC, US

9 days ago Requisition ID: 2004

REPORTING RELATIONSHIP

Senior Vice President, Advocacy

BASIC FUNCTIONS

Provide support for American Academy of Pediatrics (AAP) advocacy activities, including coordinating meeting logistics and travel arrangements, preparing meeting agendas and minutes and presentations, and preparing various correspondence and internal work products.

DUTIES AND RESPONSIBILITIES

• Coordinate the scheduling of meetings with legislators for AAP members.
• Provide support for meetings. Prepare agendas and provide audio/visual support.
• Draft invitations and other general correspondence letters.
• Support the legislative team with meetings, coordination of sign‑on letters, coordination of regular advocacy reports and coalition communications.
• Proofread and copy edit advocacy letters, testimony, reports, or other documents.
• Monitor federal advocacy email account and draft responses. Escalate advanced requests to appropriate AAP legislative staff.
• Code and send emails to Capitol Hill offices through advocacy software.
• Assist with coding, formatting, and sending the weekly Capital Check Up newsletter to AAP members.
• Manage utilization and organization of SharePoint team site.
• Assist supervisor in meeting planning activities, including for the Committee on Federal Government Affairs (COFGA) and the Advocacy Conference. Attend meetings and take minutes as requested.
• Assist in managing internship program application process.
• Support senior advocacy staff in preparing presentations and speeches.
• Maintain a familiarity with AAP policies and advocacy priorities.
• Maintain subscriptions and unsubscriptions of opt‑in federal advocacy email list.
• Coordinate the production of meeting materials.
• Provide administrative support to SVP, Advocacy and backup support for reception and office administration as needed.
• Perform other duties as assigned.

EDUCATION

Bachelor’s degree in communications, political science, or related discipline or an equivalent combination of relevant education and work experience required.

EXPERIENCE

At least one year general administrative or office support experience required, including drafting correspondence and meeting planning. Experience working in a legislative or advocacy environment highly desirable, particularly related to child health policy.

ESSENTIAL SKILLS

Excellent organizational, interpersonal, diplomacy, and verbal/written communication skills required, with particular emphasis on writing original content and editing documents with a large amount of detail. Must be able to manage multiple priorities simultaneously, pay close attention to detail, take initiative, work both independently and as part of a team, exercise good judgment and critical thinking, collaborate effectively with various internal and external constituents, and contribute to fostering an inclusive culture where everyone feels valued and respected. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies including the use of AI; experience with advocacy software (e.g., Congress Plus), virtual meeting platforms (e.g., Teams, Zoom), email marketing software (e.g., MailChimp, Magnet Mail), document collaboration platforms (e.g., SharePoint), and Adobe Acrobat strongly preferred. Some overtime may be required, including evenings, weekends, and holiday closures.

A reasonable estimate of the current base pay range for this position is $30.69/hr - $32.40/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans.

Hybrid work environment of 40% of work time in the office per month.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee‑focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.