Advocacy Administrator

Advocacy Administrator

The Chamber of Commerce for Greater Philadelphia (The Chamber) brings area businesses and civic leaders together to amplify the impact of business in the region, advocate for a competitive business climate and grow a vibrant and diverse business community in order to achieve our vision: The Greater Philadelphia Region is a top global destination for business and a leader in inclusive growth.

The Chamber is seeking a highly organized Advocacy Administrator to provide direct support to the Advocacy business unit and supplemental support to the Chamber's Executive Office, and to ensure the work of the business unit moves efficiently and effectively and in furtherance of unit and Chamber goals.

Essential Duties & Responsibilities

• Support the Advocacy Business Unit Leader and Advocacy team with day-to-day tasks; provide event and meeting support both in advance and day of, send meeting notices, prepare attendance lists and name tags for events, and track registrations.
• Support the project management of active campaigns, grassroots and grasstops organizing efforts and the movement of legislation at the local, state, and federal level.
• Support the Advocacy business unit in the gathering, preparation, compilation, and dissemination of materials for the monthly Public Policy Committee.
• Provide general administrative support including, but not limited to, opening, sorting, and distributing incoming mail; file and record management and maintenance; preparing materials for meetings; ordering office supplies; tracking and handling the renewal of all memberships and subscriptions for the business unit; and copy, print, organize, and distribute materials for events and advocacy activities.
• Support the business unit's budget allocation process, prepare and submit invoice requests, and process payment requests for approval and submission to finance in a timely manner.
• Coordinate meetings with stakeholders and external partners, both in-person and virtual, at the request of the business unit leader, including reserving meeting space, arranging audiovisual equipment and food services.
• Take meeting notes and minutes for all business unit team meetings, and as needed.
• Input notes in the database as requested from meetings and by business unit.
• Support the engagement and coordination of the business unit with the Chamber Foundation's objectives and activities.
• Represent the Chamber and the business unit through phone and email correspondence
• Compose confidential correspondence, memos, and reports, as instructed, prepare mail merges for mass mailing, and coordinate mailings with Office Services. This includes invitations, event notices, etc. to elected officials.
• Work closely with other Chamber administrators and assistants to ensure effective cross unit collaboration and engagement.
• Support signature advocacy events of the business unit, including but not limited to, the City Council Reception, Mayor's Cabinet Reception, the Governor's event, Harrisburg Reception, and select others.
• Support other Chamber administrative needs as necessary.

PAC Support

• Schedule ChamberPHL PAC Board meetings and manage communication with the members of the PAC Board
• Send ChamberPHL PAC solicitation letters and track and reconcile pledges and contributions.
• Attend and take meeting minutes for all ChamberPHL PAC Board meetings
• File both City of Philadelphia and Pennsylvania quarterly lobbying reports and support Chamber PAC staff to ensure the Chamber is in compliance with all local and state laws. This includes submitting Local and State Campaign Finance Reports and tracking deadlines, approximately seven times a year.
• Develop, edit, produce, and properly track correspondence. This includes but is not limited to, thank you letters, congratulatory letters, fundraiser invitations and letters of introduction, recommendations, and endorsements.
• Support the management of the ChamberPHL PAC Legislative Scorecard.
• Receive, copy, and deposit PAC Checks.

Lobbying Support

• Submit expenses for quarterly disclosures
• Track reporting quarterly deadlines
• Track direct and indirect lobbying activity for business unity and coordinate with assistant for Chamber President and CEO

Advocacy Owned Meeting Support

• Serve as the organizational point of contact for the Chamber's Bi-Weekly Legislative Calls
• Manage and maintain the Legislative Update distribution list in CRM.
• Send out meeting requests with zoom information to Advocacy Contact Lists, manage registration, and administer the zoom call for Chamber's Bi-Weekly Legislative Call
• Manage the list for the Chamber's Advocacy Network and provide pre-and-post event support as well as day-of support.

Job Specifications & Requirements

• Bachelor's degree or equivalent work experience required.
• Ability to prioritize and manage multiple projects, personalities, and flexibility to adjust to changing priorities and shifting landscapes.
• Strong work ethic with the ability to approach the work with strategic efficiency.
• Organized and detail-oriented with a good sense of judgment and ability to use discretion and maintain confidentiality.
• Professional written and verbal communication skills.
• Basic knowledge of and the ability to communicate effectively with the region's business, civic, community, academic, and political leaders is preferred but not required.
• Proficiency with MS suite, including Outlook, Word, PowerPoint, and Excel. Knowledge of SharePoint preferred but not required.

Working at the Chamber:

Working at the Chamber offers the best of both worldsthe resources and stability of a mid-sized business, paired with the purpose-driven mission of a nonprofit. As a key player in the region's business community, the Chamber provides team members with access to a wide network of connections, professional development opportunities, and meaningful work that drives regional impact. With a team of about 65 employees, we're large enough to offer strong support and infrastructure, yet small enough to provide opportunities to lead, grow, and make your mark. We foster a fast-paced, collaborative environment and offer competitive compensation along with an outstanding benefits package.

Work Conditions

The Chamber operates in a hybrid work environment that allows for a flexible schedule while requiring employees to work in-person at least two days per week. Exceptions to this schedule may be made based on departmental needs. When on-site, work is performed in a professional, deadline-driven office setting. However, at times, this role will be required to attend Chamber events or related outside meetings/events on behalf of the Chamber. These meetings/events may take place outside of regular business hours and outside of center city Philadelphia.

Compensation

Base salary of $48,000$53,000 with eligibility for performance-based bonus.

Application Instructions

Qualified candidates should submit a cover letter and resume. Applications that fail to fulfill this requirement will not be considered.

The Chamber of Commerce for Greater Philadelphia is an Equal Opportunity Employer that is committed to building a culturally diverse staff. We strongly encourage applications from candidates of all backgrounds.