Advocacy and Education Administrative Specialist

Air Movement and Control Association International•Arlington Heights, IL

15h•Hybrid

About The Position

The Advocacy and Education Administrative Specialist is responsible for providing comprehensive operational and administrative support that enables the Advocacy & Education team to effectively manage committees, regulatory initiatives, and stakeholder engagement across multiple priorities. The position serves as a central point of organization and execution—managing schedules, maintaining data systems, coordinating meetings and events, and supporting internal and external communications. This role ensures the team operates efficiently and is well-supported in delivering advocacy initiatives and education programs.

Requirements

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
Minimum one to two (1-2) years of professional administrative experience
Applicants must be authorized to work for ANY employer in the U.S.

Nice To Haves

Experience with Microsoft Teams (or similar) and supporting virtual meetings
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.