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

General Support of Business Unit

• 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, formerly referred to as the Policy Research and Legislation Committee (PRLC).
• 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 Chamber
  
  PHL PAC Board meetings and manage communication with the members of the PAC Board
• Send Chamber
  
  PHL PAC solicitation letters and track and reconcile pledges and contributions.
• Attend and take meeting minutes for all Chamber
  
  PHL 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 Chamber
  
  PHL PAC Legislative Scorecard.
• Receive, copy, and deposit PAC Checks.

Lobbying Support

• Submit expenses for quarterly disclosures
• Track reporting quarterly deadlines
• Track…