Administrative Manager and Grassroots Coordinator

Texas Medical Association•Austin, TX

About The Position

This position provides administrative support to the Vice President of Advocacy and to Associate Directors and co-workers with projects and programs. The role is responsible for leading grassroots outreach programs, including the First Tuesdays at the Capitol (FTC) and First Tuesdays in the District (FTD) programs. This involves coordinating event logistics, identifying key legislators, setting up meetings, and ensuring the public affairs team has a presence. The position also involves preparing and filing Texas Ethics Commission and federal lobby reports, assisting with expense reports, and executing major division events. Additionally, it supports the Border Health Caucus and Council on Legislation, provides day-to-day administrative and clerical support, compiles legislative packets, creates and maintains lists of physician relationships with elected officials, and assists physicians in maintaining these relationships. The role also involves distributing legislation to lobbyists, participating in hearings and meetings, handling special projects, and maintaining contact lists. The position requires extra hours, evenings, and weekends as necessary, especially during legislative years, and demands a high level of professionalism, excellence, and confidentiality.

Requirements

Bachelor’s degree (or equivalent experience)
Experience supporting senior leaders and coordinating projects, events, or stakeholder outreach
Communicates clearly and professionally in writing and in person
Plans, prioritizes, and executes work with minimal supervision; adapts quickly to changing priorities
Maintains strong attention to detail while managing multiple deadlines
Proficient in Microsoft Office (especially PowerPoint)
Ability to coordinate complex calendars and travel for multiple staff members
Ability to build positive working relationships with internal teams, association members, and elected officials’ staff

Nice To Haves

Familiarity with the Texas legislative process and/or experience working with the Texas Legislature
Canva experience

Responsibilities

Lead organizer of both First Tuesdays at the Capitol (FTC) program and First Tuesdays in the District program (FTD).
Coordinate with conference management staff and member services to plan for all event logistics including setup and planning, working, and coordinating with TMA’s county medical societies for FTC program.
Work with TEXPAC Director and Vice President of Public Affairs to identify key legislators for physicians to meet with for FTD program.
Set up meetings for local physicians to meet with their legislators and ensure the public affairs team has a presence at all meetings.
Prepare and file monthly Texas Ethics Commission report for Advocacy Directors.
Prepare and file quarterly federal lobby report on behalf of applicable TMA staff.
Assist as needed with monthly expense reports of Directors.
Responsible for event planning and execution for major division events including events with Capitol staff, TMA/public affairs staff, and other TMA conferences/meetings.
Assist as needed with the Border Health Caucus and the Council on Legislation.
Provide day-to-day administrative and clerical support to Advocacy leadership and staff, including other duties as assigned.
Compile legislative and issue packets and distribute/deliver materials to members, legislators, and key contacts (including at the Capitol).
Responsible for creating and maintaining list of physician relationships with elected officials, establishing a key contact program.
Assist with guiding physicians on maintaining their relationships with elected officials.
Distribute specified legislation and information to lobbyists.
Participate in assigned hearings and meetings and summarize and track via note-taking.
Handle special projects like preparing documents for presentations, drafting diagrams and preparing of handouts.
Maintain and update state and federal contact lists.