Program Associate, Public Affairs (Administrative)

Program Associate, Public Affairs

Department / Supervisor

Public Affairs (10) / Director, Content Strategy, Writer

FLSA Status

Non-Exempt

Purpose of Position

To provide administrative support, oversee departmental functions, and support the Public Affairs department's activities.

Essential Duties of Position

• Creates (on almost a daily basis) digital and social media assets, including graphics and short videos
• Manages and monitors social media platforms and proposes strategy and tactics for increasing engagement
• Distributes daily clips to staff and membership through Meltwater
• Distributes press releases and manages media lists through Cision
• Responds to phone and e-mail requests for information from AdvaMed members, staff, and the public
• Supports department in communications and scheduling with constituents, including member company public affairs and communications staff, public affairs working groups, and general membership
• Provides administrative support and assistance to department head, including expense report preparation
• Serves as a liaison with all AdvaMed departments to ensure internal information flow and collaboration
• Manages and updates working groups database and email lists for department, including keeping Nimble/Salesforce current
• Coordinates regular department meetings, working group meetings, and additional events, including materials, scheduling conference rooms, and working with IST on meeting logistics
• Provides administrative support for Board and CEO-level meetings
• Tracks and invoices department budget; works with the finance, accounting, and legal departments on contract review, PO submissions, and invoices
• Supports the development of materials for briefings and advocacy
• Prepares, proofreads, edits, distributes, updates, and maintains department documentation and information, including departmental weekly reports, briefing materials, correspondence, meeting announcements, agendas, minutes, and comments
• Completes special projects, as assigned

Knowledge, Skills, and Abilities

• Proactive creativity in using our social media platforms and website to grow awareness of AdvaMed and our industry is essential to this role
• Advanced proficiency with the following software is essential: Canva, Adobe, PowerPoint, Photoshop
• Since this is a news-cycle driven role in a fast-moving department, interest in staying informed and up to date on industry, health care, and political news is a must
• Excellent interpersonal skills, professional and tactful conduct, and ability to maintain confidentiality
• Ability to understand and execute complex verbal and/or written directions
• Effective verbal communication, written communication, proofreading, and presentation skills
• Ability to understand, interpret, develop, and communicate company policies and procedures
• Ability to work independently, to organize and prioritize workload, and manage multiple competing projects
• Strong attention to detail
• Experience with meeting/conference planning and virtual meeting platforms, including Microsoft Teams and Zoom

Specifications

• Minimum Education Required: High school diploma required; bachelor's degree preferred
• Minimum Experience Required: 2+ years of experience in communications, public affairs, creative design, or marketing preferred
• Travel Required:  Up to 5%
• Hybrid Work Policy:  Resident Worker - 3 days onsite per week
• Starting Range:  $57,050 - $63,400