External Affairs Coordinator

National Aquarium • Baltimore, MD

23h • $43,900 - $51,099 • Hybrid

About The Position

The National Aquarium seeks an External Affairs Coordinator to support government and external affairs work. The position manages relationships with local, state, and federal elected officials, their staff, and government agencies to advance public funding, lobbying, and advocacy goals. It coordinates activities in support of annual public fundraising goals exceeding $1 million and provides oversight of daily government affairs activities and initiatives. The role also coordinates action items, oversees project plans, maintains task lists and calendars for the CEO and senior staff, and prepares and distributes government affairs correspondence, publications, and other written materials. It contributes to strategy development and implementation.

The coordinator organizes public funding requests and related meetings, prepares materials, arranges tours and events, and manages external conference and legislative-event logistics. The position provides project-management and administrative support to the Vice President of External Affairs and Director of Government Affairs, including meeting preparation, correspondence, minutes, expense and purchasing records, phone logs, and calendar coordination. It also supports community affairs and government relations events and coordinates Donation, Speaker’s Bureau, and Cultivation programs.

The role requires significant organizational-level special-event planning experience, strong organization and interpersonal skills, discretion, adaptability, initiative, and technical proficiency with Microsoft Office. The schedule is full-time and on-site/hybrid, with flexibility to work some evenings and weekends. The salary range is $43,900–$51,099.

Requirements

• 2–3 years of experience in development, government relations, cultivation, outreach, marketing, or another related field.
• Significant special-event planning experience at the organizational level.
• Ability to work a flexible schedule, including some evenings and weekends.
• Strong organizational skills and the ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Exceptional interpersonal skills and ability to build relationships with staff, board members, external partners, and donors.
• Ability to be an effective team player and work independently.
• Ability to handle confidential information with discretion, adapt to competing demands, and provide a high level of customer/client service and responsiveness.
• Forward-looking approach, including actively seeking opportunities and proposing solutions.
• Highly developed technical skills, including Microsoft Outlook, Word, Excel, and PowerPoint.

Nice To Haves

• Related college degree or coursework.

Responsibilities

• Coordinate the Government Affairs public funding calendar and support execution of public funding requests.
• Organize scheduling, tracking, and maintenance of local, state, and federal capital and operating grant requests.
• Schedule meetings with elected officials, government agencies, community stakeholders, and Aquarium partners.
• Create presentations, proposals, reports, letters, and other materials for government affairs meetings and solicitations, gathering information from colleagues across the organization as needed.
• Arrange government affairs meetings, tours, and events, including space, catering, materials, and logistics; greet guests, join visits, and serve as primary tour guide when necessary.
• Manage external conference logistics and coordinate legislative tours and events.
• Manage logistics for VIP tours and on-site meetings with elected officials, their staff, and government agencies.
• Coordinate Legislative Family Night invitations and mailings, track responses and attendance, arrange location set-up, and assist with event staffing.
• Coordinate Aquarium participation in the Maryland Association of Counties annual conference and similar industry- and region-specific groups.
• Provide project-management support to the Vice President of External Affairs and Director of Government Affairs.
• Project-manage Government Affairs and external cultivation meetings, including research, planning, and preparation.
• Support meetings and conferences by arranging rooms, supplies, and meals, and collecting, copying, and assembling materials.
• Compose, edit, and proofread correspondence, including information-packet cover letters.
• Take accurate meeting minutes.
• Prepare monthly expense reports and process monthly purchases and expenditures for the External Affairs team.
• Coordinate correspondence with elected officials.
• Answer phones and maintain accurate phone logs for follow-up.
• Integrate calendars with the Office of the CEO, Leadership Team, and other key staff; prioritize requests using sound judgment.
• Prepare purchase orders and invoices and maintain budget records.
• Troubleshoot event-coordination issues, including time-management concerns and interdepartmental dynamics, and resolve issues related to Donation and Cultivation program administration.
• Manage daily interactions with legislative and community representatives, board members, Aquarium executives, employees, and volunteers.
• Participate in and support events and meetings related to Community Affairs or Government Relations.
• Coordinate Donation, Speaker’s Bureau, and Cultivation programs.
• Support the company mission, follow organizational and departmental policies and procedures, and perform other duties as assigned or required.

Benefits

• Four weeks of paid time off.
• Six paid floating holidays.
• Up to four weeks of paid family leave.
• Health care coverage for single and family plans after 30 days of full-time work.
• Conservation day leave.
• 401(k) plan with employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed