o Coordinate Government Affairs public funding calendar and support execution of public funding requests.
1. Organize scheduling, tracking, and maintenance of local, state, and federal funding requests.
2. Schedule meetings with elected officials, government agencies, community stakeholders, and Aquarium partners.
3. Create materials for government affairs meetings and solicitations, including presentations, proposals, reports, and letters, working with colleagues across the organization to as necessary to gather materials and information
o Tracks stakeholder engagement and supports cultivation efforts including site visits, tours, and special events.
1. Coordinates visits by elected officials and VIPs, including reserving space, and coordinating catering, educational materials and logistics. Greet guests, join visits, and serves as primary tour guide or operations coordinator when necessary.
2. Provide support for events, including the biennial Legislative Family Night. Leads event planning, when necessary.
3. Draft correspondence to elected officials and staff.
4. Responsible for solving problems related to coordinating events, including troubleshooting, solving time management concerns, and inter-departmental dynamic
5. Maintain updated contacts and notes in Salesforce to ensure continued relationships between the Aquarium and its stakeholders.
o Provide project management support to the SVP/Chief Mission Officer and the VP of Government Affairs
1. Draft reports, presentations, and documentation for Aquarium leadership.
2. Responsible for project management of Government Affairs and external stakeholder meetings, including research, planning, and preparatio
3. Compose, edit and proofread written materials for the department.
4. Take accurate meeting minutes, and track and follow up on action items.
5. Responsible for budget reporting in both Intacct and Nexonia accounting systems. Processes monthly credit card expenditures using Nexonia. Submit invoices and budget reports in a timely fashion.
6. Prepare purchase orders, invoices, and maintain budget records. Execute contracts and purchasing for the department, when necessary.
7. Process and track relevant department data and ensure information is catalogued in appropriate organizational databases.
8. Manage calendar for the SVP, integrated with Leadership Team, and VP, and use keen judgement in prioritizing requests.
o Monitors legislation and administrative regulations affecting Aquarium operations and related to the Aquarium’s conservation mission.
1. Track legislation/regulations/public policy issues, monitor hearings, news releases, and other events.
2. Prepares memos and submits testimony for legislation in support of public funding and policy advocacy priorities.
3. Provide regular updates to the Government Affairs team on the status of priority legislation.
o Maintain relationships across the organization and with subject matter experts to ensure the Government Affairs team can leverage the resources required to accomplish advocacy and cultivation goals.
1. Network and understand the functions and processes of Aquarium teams and their relationship to the organization’s mission.
2. Attend cross departmental meetings to identify information that needs to be shared with stakeholders. Share updates from the team, as needed.
3. Initiate and assist in developing and designing market specific publications and materials for cultivations and outreach.
o Serve as the Government Affairs liaison to and member of the Board Engagement Group and provide support in planning Board meetings, handling Board requests, and preparing necessary materials.
o Must maintain the utmost level of professionalism in responding to communications and when interacting with Board members, government officials, and other high-profile members of the community.
o Successful management of daily interactions with external entities that include legislative and community representatives, board members, Aquarium executives, staff and volunteers.
o Other duties as assigned.