External Affairs Coordinator

Job Title: External Affairs Coordinator
Department: Administration and Operations
Reports To: Director of External Affairs
FLSA Status: Exempt
Grade: 9

Position Summary
The External Affairs Coordinator will work as an integral part of the External Affairs team in developing ways to continue and expand the promotion of the Authority. Under the direction of the Director of External Affairs, the External Affairs Coordinator will be responsible for developing and tracking legislative policy modifications impacting the MSBA, as well as the development and implementation of various internal and external facing events, informational sessions, and project ceremonies. Responsibilities will also include planning, preparing and distributing organization information utilizing a variety of media sources and interactive technologies for press releases, website and social media postings, as well as create and promote educational outreach for MSBA school districts and stakeholders.

Essential Functions and Responsibilities:
• Partner with MSBA leadership team to develop and execute external communications strategies for legislators, elected officials, school-affiliated organizations and districts that promote the mission of the organization.
• Responsible for tracking daily activity and schedule for the Massachusetts legislature, anticipating key timelines, and monitor emerging issues that impact the MSBA. Partner with the Director of Administration and Operations and the Director of External Affairs on the development of messaging, materials including graphics and the creation and facilitation of workshops.
• Develop educational materials including briefing documents and fact sheets on MSBA priorities as needed.
• Lead in drafting briefings, talking points, speeches, emails, letters, and other written materials as needed.
• Partner with the Director of External Affairs in scheduling and attending MSBA project milestone and educational outreach events. Prepare all advance materials including presentation materials and remarks needed for MSBA Executive team attending these events.
• Attend events statewide, as the MSBA representative responsible for maintaining existing relationships and building new contacts with the district representatives.
• Build and maintain contacts with state elected officials, policy makers and respective staffs, as well as policy and advocacy stakeholders.
• Develop and facilitate several educational workshops annually, in partnership with the Director of External Affairs including developing topics, panel speakers, venues, agendas and all supporting preparation.
• Lead and direct visual design activities, develop design concepts and methodologies for MSBA public affairs special projects and or events.
• Create new graphics and materials and maintain existing social media/ marketing content including timely postings of photographs and informational materials related to project milestone ceremonies and educational outreach events.
• Initiate efforts to maintain and develop increased visibility on social media platforms and MSBA website to bolster outreach.
• Initiate the drafting and assembling of print and electronic communications.
• Support the drafting and assembling of the MSBA Annual Report and marketing materials and provide graphic information for internal and external reports.
• Analyze effectiveness of visual designs and artwork used in MSBA publications, trade shows and signage.
• Provide support with responsibilities associated with the production of Board of Directors meetings. Including drafting project specific press releases, organize letters of support for the Director of External Affairs, distribute attendees list and coordinate registration.
• Track all proposed legislation that relates to the MSBA using InstaTrac, including daily monitoring of the House and Senate calendar, journal and docket for all legislation, hearings, and announcements. Plan for and prepare timely summary of information for MSBA executive team.
• Prepare written correspondence, letters, and/or emails for the Director of External Affairs.
• Collaborate with MSBA departments to facilitate special projects and events.
• Support office operations activities, as needed.
• Other duties as assigned.

Required Education, Experience, and Skills:
• Bachelor’s degree in areas such as public administration, communications or marketing/brand development.
• Minimum of 3 years of relevant professional work experience including skills in conflict management and resolution. Preferred experience with constituent services.
• Ability to work hybrid work schedule - minimum of two (2) in-office days per week
• Demonstrated understanding of the Massachusetts Legislative process and schedule preferred.
• Excellent verbal and written communication skills include demonstrated ability to communicate with diplomacy and tact.
• Demonstrated ability to gather, analyze, and present complex information in a clear, concise and understandable manner.
• Excellent customer service, interpersonal skills and phone etiquette.
• Strong writing skills.
• Detail oriented, highly organized professional with an interest in creating and executing.
• Ability to prioritize work and multi-task.
• Ability to work both independently and as part of a team.
• Proficiency in Microsoft 365 software applications, including Excel, PowerPoint, Word, Teams, and Outlook. Experience with SharePoint or similar filing platform.
• Ability and willingness to travel to project sites and access to transportation to travel to project sites

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.