External Affairs Coordinator
About The Position
The External Affairs Coordinator provides essential administrative, logistical, and event coordination support to the Advocacy & External Affairs Department at Texans Together. This role serves as the operational backbone of the department, ensuring advocacy initiatives, community engagements, and external affairs activities are well-organized, timely, and effectively executed. The Coordinator supports the Director of Advocacy & External Affairs and works closely with the Sr. Manager of Community Development to facilitate smooth operations, successful events, and consistent follow-through.
Requirements
- Bachelor’s degree required. Experience in administrative support or event coordination may be considered in lieu of formal education.
- Three (3) years’ experience in administrative support, event coordination, or office management.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
- Clear, effective written and verbal communication skills.
Responsibilities
- Provide administrative and logistical support to the Director of Advocacy and External Affairs and the broader Advocacy and External Affairs team.
- Coordinate calendars, meetings, and travel arrangements; prepare agendas, meeting materials, and follow-up notes.
- Maintain organized records, files, contact lists, and databases related to advocacy, media, and stakeholder engagement.
- Track deadlines, deliverables, action items, and correspondence to ensure timely completion of departmental priorities.
- Assist with budget tracking, invoice processing, expense reports, and purchasing requests in accordance with organizational policies.
- Prepare routine correspondence, reports, spreadsheets, and presentations and agendas.
- Assist with event planning and logistics for meetings, briefings, trainings, and community or legislative events.
- Process invoices, expense reports, and basic purchasing requests in accordance with organizational procedures.
- Perform other administrative duties as assigned to support the smooth operation of the department.
- Coordinate logistics for advocacy events, community meetings, briefings, trainings, and convenings.
- Manage event timelines, invitations, RSVPs, and materials.
- Coordinate with internal staff, partners, and vendors to support event needs.
- Assist with on-site or virtual event execution as needed.
- Support project tracking and basic reporting for advocacy and community engagement activities.
- Assist with procurement, reimbursements, and expense tracking related to events and department needs.
- Ensure materials and resources are prepared and distributed in advance of meetings and events.
- Work closely with the Sr. Manager Community Development to support community engagement activities.
- Coordinate with the External Affairs Communications Specialist to ensure materials are accurate, timely, and available for events.
- Serve as a reliable point of contact for internal coordination and logistical questions.
- Identify opportunities to improve administrative systems, templates, and workflows.
- Support consistent documentation and process development within the department.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
251-500 employees
