Public Affairs Coordinator

Job Summary

Under the direction of the Director of Public Affairs Programs, the Public Affairs Coordinator will work collaboratively with all areas of Public Affairs (Community Affairs, Corporate Relations, Local, State and Federal Government Affairs, and IBC PAC) to provide a wide and varied range of support for operations, events and activities.

The Public Affairs Coordinator will have special focus on supporting the Community Affairs and Corporate Relations programs in administration of daily activities, including support for coordination of volunteer events and assisting with the administration of sponsorships.

Responsibilities include:

Corporate Relations administration: Assist with tracking, processing and reporting of corporate sponsorship requests, including:

·         Process and track payment requests

·         Assist with fulfillment of sponsorship benefits, including working with creative services to fulfill requests for program ads, logos, and other projects.

·         Support event registration, attendance tracking, and other communications.

·         Communicate with sponsors as needed to ensure all deliverables are fulfilled.

Community Affairs administration:

·         Assist with the planning of volunteer and community affairs events and initiatives.

·         Coordinate with internal and external stakeholders to ensure successful execution of activities.

·         Support volunteer event registration, attendance tracking, and communication with stakeholders and event coordinators. 

Tracking and reporting of corporate giving and employee community engagement activities in corporate systems

·         Enter corporately sponsored volunteer projects

·         Review and validate tracked volunteer time

·         Enter sponsorship detail and payment, track fulfillment of activities.

·         Create reports on Community Affairs and Corporate Relations activities.

·         Respond to ad-hoc reporting requests for all initiatives.

·         Troubleshoot with team members and vendor to resolve issues.

·       

Event logistics: Support Public Affairs events both onsite and offsite, including scheduling, vendor coordination, set up, day of support and breakdown (occasionally includes lifting and moving boxes approximately 20 lbs). Provide administrative support for major initiatives, including corporate events, IBC Foundation Golf Outing, and large conferences.

·         Meetings: support team and working group meetings as needed

·         Compile, process and track payments and check requests as needed

·         Administrative support for Public Affairs team (including scheduling meetings, sending emails and mail communications).

·         Create PowerPoint presentations and communications

·         Maintain an organized system of tracking, monitoring, and prioritizing tasks

·         Assist with maintaining and updating divisional SharePoint site

·         Work proactively and take initiative to support the varying needs and activities of the team.

·         Performs other duties as assigned.

Qualifications

·         Two to three years of experience in event coordination, sponsorship administration, corporate Public Affairs or Community Affairs, or working in nonprofit administration.

·         Bachelor’s Degree or equivalent combination of experience and education strongly preferred.

·         Excellent communication skills - including oral, written, social media and interpersonal skills.

·         Efficiency, attention to detail and experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals and activities.

·         Demonstrated ability to work in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside organization.

·         Proactive, flexible, and collaborative approach to work. Demonstrates accountability and results orientation for all responsibilities.

·         Ability to work onsite regularly and have flexibility to work weekends and evenings as needed to accommodate events and activities.

·         Ability to lift and move boxes weighing approximately 20 lbs

·         Experience with in-person and virtual event planning and systems (Microsoft Teams, On24)

·         High proficiency with MS Word, Outlook, Excel, and PowerPoint is required.

·         Experience with database use and management is preferred

·         Experience with volunteer or corporate giving systems (YourCause, Benevity, CyberGrant) is a plus

Independence has implemented a “Hybrid” model which consists of Associates working in the office 3 days a week (Tuesday, Wednesday & Thursday) and remotely 2 days a week (Monday & Friday). This role is designated as a role that fits into the “Hybrid” model. While associates may work remotely on our designated remote days, the work must be performed in the Tri-State Area of Delaware, New Jersey or Pennsylvania