Sr. Administrative and Grassroots Coordinator

Texas Medical Association•Austin, TX

11d•Onsite

About The Position

This role provides essential administrative support to the Vice President of Advocacy, Associate Directors, and co-workers with projects and programs. A key focus is on managing Grassroots Outreach Programs, including leading the organization of First Tuesdays at the Capitol (FTC) and First Tuesdays in the District (FTD) programs. This involves coordinating event logistics, identifying key legislators for physician meetings, and ensuring the public affairs team's presence. The position also entails preparing and filing regulatory reports, assisting with expense reports, and executing major division events. Additionally, it involves providing day-to-day administrative support, compiling legislative materials, creating and maintaining physician-elected official relationship lists, distributing information to lobbyists, participating in hearings, handling special projects, and maintaining contact lists. The role requires working extra hours, evenings, and weekends as needed, especially during legislative sessions, and maintaining a high level of professionalism, excellence, and confidentiality.

Requirements

Bachelor’s degree (or equivalent experience)
Experience supporting senior leaders and coordinating projects, events, or stakeholder outreach
Communicates clearly and professionally in writing and in person
Plans, prioritizes, and executes work with minimal supervision; adapts quickly to changing priorities
Maintains strong attention to detail while managing multiple deadlines
Proficient in Microsoft Office (especially PowerPoint)
Ability to coordinate complex calendars and travel for multiple staff members
Ability to build positive working relationships with internal teams, association members, and elected officials’ staff

Nice To Haves

Familiarity with the Texas legislative process and/or experience working with the Texas Legislature
Canva experience

Responsibilities

Lead organizer of First Tuesdays at the Capitol (FTC) and First Tuesdays in the District (FTD) programs.
Coordinate event logistics, including setup and planning, with conference management staff and member services.
Work with county medical societies for the FTC program.
Identify key legislators for physicians to meet with for the FTD program.
Set up meetings for local physicians to meet with their legislators.
Ensure the public affairs team has a presence at all meetings.
Prepare and file monthly Texas Ethics Commission reports for Advocacy Directors.
Prepare and file quarterly federal lobby reports.
Assist with monthly expense reports of Directors.
Plan and execute major division events, including those with Capitol staff, TMA/public affairs staff, and other TMA conferences/meetings.
Assist with the Border Health Caucus and the Council on Legislation.
Provide day-to-day administrative and clerical support to Advocacy leadership and staff.
Compile legislative and issue packets and distribute/deliver materials to members, legislators, and key contacts.
Create and maintain a list of physician relationships with elected officials, establishing a key contact program.
Assist with guiding physicians on maintaining their relationships with elected officials.
Distribute specified legislation and information to lobbyists.
Participate in assigned hearings and meetings and summarize and track via note-taking.
Handle special projects such as preparing documents for presentations, drafting diagrams, and preparing handouts.
Maintain and update state and federal contact lists.