Advocacy Project Administrator

American Academy of Physician Associates Inc•Alexandria, VA

2d•Hybrid

About The Position

The Advocacy Project Administrator supports the operational effectiveness of AAPA’s Advocacy Division, including state advocacy and outreach, federal advocacy, reimbursement, and external affairs. This role provides project coordination, administrative support, and workflow management to help ensure advocacy initiatives are organized, tracked, and executed efficiently. Working closely with advocacy leadership and staff, the Advocacy Project Administrator manages timelines, coordinates logistics, prepares materials, and supports meetings, events, and stakeholder engagement activities. This role requires a highly organized professional who can manage multiple priorities, maintain strong attention to detail, and proactively support a fast-moving advocacy team. This position offers the opportunity to contribute to a dynamic advocacy environment while helping keep complex projects, communications, and operational processes running smoothly.

Requirements

Strong project management and organizational skills, with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills, including the ability to produce polished, professional materials.
High attention to detail and commitment to accuracy.
Strong interpersonal skills and ability to collaborate across teams and with external stakeholders.
Proficiency in Microsoft Office (Excel, PowerPoint) and project management tools; comfort learning new systems.
Ability to anticipate needs, solve problems proactively, and operate independently.
Flexibility to support occasional evening or weekend activities associated with advocacy initiatives or events.
Bachelor’s degree required.
5–7 years of progressively responsible experience in project management, operations, program coordination, or executive support roles.
Ability to work in a hybrid environment; candidates located in the Northern Virginia/Washington, DC area is preferred to support occasional in-person meetings and conference-related activities.

Nice To Haves

Experience supporting advocacy, government relations, nonprofit, healthcare, or public policy teams strongly preferred.

Responsibilities

Support planning, coordination, and execution of advocacy initiatives, including legislative campaigns, coalition activities, grassroots engagement programs, and stakeholder outreach.
Develop and maintain project plans, timelines, workback schedules, and tracking tools to monitor progress and ensure deliverables are completed on schedule.
Track milestones and key performance indicators related to advocacy priorities and operating plans.
Identify potential bottlenecks and coordinate with team members to ensure timely resolution of issues.
Coordinate cross-functional workflows with internal departments such as Communications, Membership, Meetings, and Finance.
Provide administrative support to advocacy leadership and staff, including systems improvement, scheduling meetings, preparing agendas, recording meeting notes, and tracking follow-up actions.
Develop and maintain standard operating procedures, templates, spreadsheets, and project documentation to support consistent workflows.
Assist with operational processes such as budget coordination, invoice processing, expense tracking, and related documentation.
Maintain organized project files, templates, and documentation to support consistent workflows across the division.
Assist with organizing internal resources and information to support efficient team operations.
Prepare and format advocacy materials including presentations, briefing documents, reports, legislative updates, and internal summaries.
Edit and proofread advocacy publications and materials—including fact sheets, articles, reports, and policy resources—to ensure clarity, consistency, and adherence to organizational standards.
Coordinate production timelines for advocacy materials in partnership with External Affairs communications team.
Assist with organizing, formatting, and distributing materials for advocacy campaigns, meetings, and events.
Support updates to the Advocacy Central section of AAPA’s website to ensure timely posting of advocacy materials.
Manage logistics and communications for AAPA external stakeholder programs, advisory groups, and professional liaisons.
Coordinate meeting scheduling, materials preparation, reporting processes, and ongoing communications with external partners.
Track appointments, terms, reporting deadlines, and deliverables for advisory committees and professional networks.
Help manage logistics for Advocacy Division engagement at Annual Conference, annual Leadership and Advocacy Summit (LAS), team retreat, state-level advocacy events, and other meetings as needed.
Provide operational support for CO Roundtables, STAR calls, meetings of the Manage outreach invitation strategy, ambassador assignments, RSVP tracking, and on-site logistics.
Collaborate with internal stakeholders to ensure high-quality experiences for VIP guests and strategic partners.
Track project metrics, deliverables, and outcomes to support performance reporting and continuous improvement.
Maintain accurate records within organizational databases and project management systems.
Support contract processing, invoicing, and reimbursement workflows related to advocacy initiatives and consultants.
Serve as a resource and operational backup to other teams as needed.
Contribute to a collaborative, high-performing team culture.
Perform other related duties as assigned.