Policy Assistant

Aids United

5d•Remote

About The Position

ABOUT AIDS UNITED AIDS United’s mission is to end the HIV epidemic in the United States. We advance this mission through strategic grantmaking, policy and advocacy, organizational capacity building, and community-informed research. With an annual budget of approximately $11 million and a remote staff of more than 20 professionals, AIDS United supports hundreds of community-based organizations nationwide, prioritizing work in the U.S. South and among those most impacted by HIV. Founded through the merger of the National AIDS Fund and AIDS Action Council, AIDS United’s policy efforts are rooted in decades of leadership in the HIV sector. Our Public Policy Council includes many of the country’s leading HIV service and advocacy organizations and shapes our national policy priorities. POSITION SUMMARY The Policy Assistant supports the Public Affairs and Policy department across three areas of work: administrative coordination, policy operations, and communications. The core of this role is rooted in policy and administrative work — coordinating the Public Policy Council, supporting Congressional engagement, tracking legislation, and keeping the department running smoothly. Over time, the role also contributes to communications functions including content support, social media, and digital outreach. We are looking for someone with a strong policy or administrative background who is organized, detail-oriented, and eager to grow. Communications skills are a plus, but candidates without a formal communications background are encouraged to apply — we will provide training and support to develop this side of the role. This position reports to the Senior Director of Policy and Strategy and receives daily guidance and mentoring support from the Lead Coordinator, Communications. The position also works closely with senior policy and communications staff across the department.

Requirements

Bachelor’s degree plus 2+ years of relevant experience in administrative, policy, or advocacy roles
Exceptional attention to detail with a systematic approach to reviewing your own work
Ability to manage multiple concurrent projects and meet deadlines in a fast-paced environment
Strong written communication skills, with the ability to write clearly and adapt tone for different audiences
Proactive, self-directed work style with sound judgment about when to act independently and when to escalate
Professionalism and discretion when handling sensitive information and engaging with senior stakeholders
Comfort with digital tools and the ability to learn new platforms quickly; proficiency in Microsoft 365 and Google Suite required
Ability to serve as technology lead for virtual meetings and webinars
Strong alignment with AIDS United’s mission and commitment to health equity

Nice To Haves

Lived or professional experience with communities most affected by HIV
Familiarity with legislative processes, Congressional offices, or federal advocacy
Experience coordinating meetings, conferences, or events with multiple stakeholders
Background or interest in communications, content creation, or digital marketing
Experience with Asana, Salesforce, or similar project management or CRM platforms
Understanding of the HIV policy landscape and key stakeholders

Responsibilities

Manage scheduling and calendar coordination for the policy and communications departments, including internal meetings, Congressional meetings, and coalition calls
Coordinate meeting logistics end-to-end: agenda development, participant communications, materials preparation, technology setup, and follow-up on action items
Track departmental deadlines — including legislative sessions, comment periods, grant submissions, and publication dates — and alert team members proactively
Support contract, grant, and payment processing, ensuring accuracy and timely execution
Serve as a liaison between the department and external stakeholders including Congressional offices, coalition partners, and PPC members
Assist with planning and on-site support for AIDSWatch and other organizational events
Build and maintain organized systems for tracking departmental projects, contacts, and deliverables
Leads operational aspects of the Public Policy Council (PPC), including membership communications, database management, and listserv coordination across subcommittees
With support from senior staff, plan and execute tri-annual in-person PPC meetings —managing logistics, speaker coordination, materials preparation, and technology
Run monthly virtual PPC meetings, ensuring correct invitations, functioning technology, and accurate recordings
Manage PPC financial accounts including dues tracking and invoicing, and maintain attendance records and action item follow-up, with support from senior staff
Monitor the policy landscape, including federal and state regulatory changes and developments affecting HIV programs and healthcare access
Produce clear written summaries of policy developments and their implications for AIDS United’s priorities
Coordinate Congressional meeting scheduling for staff and partners, ensuring participants receive accurate briefing materials
Support coalition partner coordination, tracking commitments and maintaining organized records of policy intelligence
Assist with drafting and scheduling social media content across AIDS United’s platforms
Support coordinating distribution of digital communications, including newsletters and email updates
Help maintain and update website content as directed
Assist with email advocacy campaigns, including drafting copy and coordinating distribution
Draft organizational content such as blog posts, event announcements, and member communications with editorial support
Assist with the final review process for digital and written communications, ensuring all content is accurate, consistent, and free of errors before release
Assist with webinar logistics including technology setup, recording, and post-event follow-up
Support the Lead Coordinator, Communications in maintaining the communications calendar and coordinating cross-departmental announcements