External Affairs Coordinator

• Provide administrative and logistical support to the Director of Advocacy and External Affairs and the broader Advocacy and External Affairs team.
• Coordinate calendars, meetings, and travel arrangements; prepare agendas, meeting materials, and follow-up notes.
• Maintain organized records, files, contact lists, and databases related to advocacy, media, and stakeholder engagement.
• Track deadlines, deliverables, action items, and correspondence to ensure timely completion of departmental priorities.
• Assist with budget tracking, invoice processing, expense reports, and purchasing requests in accordance with organizational policies.
• Prepare routine correspondence, reports, spreadsheets, and presentations and agendas.
• Assist with event planning and logistics for meetings, briefings, trainings, and community or legislative events.
• Process invoices, expense reports, and basic purchasing requests in accordance with organizational procedures.
• Perform other administrative duties as assigned to support the smooth operation of the department.
• Coordinate logistics for advocacy events, community meetings, briefings, trainings, and convenings.
• Manage event timelines, invitations, RSVPs, and materials.
• Coordinate with internal staff, partners, and vendors to support event needs.
• Assist with on-site or virtual event execution as needed.
• Support project tracking and basic reporting for advocacy and community engagement activities.
• Assist with procurement, reimbursements, and expense tracking related to events and department needs.
• Ensure materials and resources are prepared and distributed in advance of meetings and events.
• Work closely with the Sr. Manager Community Development to support community engagement activities.
• Coordinate with the External Affairs Communications Specialist to ensure materials are accurate, timely, and available for events.
• Serve as a reliable point of contact for internal coordination and logistical questions.
• Identify opportunities to improve administrative systems, templates, and workflows.
• Support consistent documentation and process development within the department.

• Bachelor’s degree required. Experience in administrative support or event coordination may be considered in lieu of formal education.
• Three (3) years’ experience in administrative support, event coordination, or office management.

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Clear, effective written and verbal communication skills.

• Environment: Office
• Range of Schedule:  Mon – Fri, 8:00 am to 5:00 pm
• Travel: Occasional (Must have reliable personal transportation, valid Texas Driver License and current Auto Insurance)

DePelchin is Proud to be an Equal Opportunity Workplace.

DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.