Coordinator, Public Affairs

Job Duties And Responsibilities

• Own day-to-day administrative operations for the Public Affairs function, ensuring seamless execution across government relations, policy, and advocacy portfolios.
• Manage full-cycle department expense administration, including processing invoices and purchase orders in NetSuite, tracking payments, and supporting staff expense reporting.
• Care for full-cycle department expense administration, including processing invoices and purchase orders in NetSuite, tracking payments, and supporting staff expense reporting.
• Coordinate scheduling across internal and external stakeholders, including high-volume meetings with offices of city, state and federal elected officials and agency leadership.
• Maintain centralized filing systems (SharePoint) and ensure accurate documentation of materials, correspondence, and meeting records.
• Manage and maintain the Public Affairs calendars, ensuring alignment across events, advocacy milestones, and internal priorities.
• Coordinate logistics and scheduling for one-on-one meetings with city, state, and federal elected officials, including budget advocacy engagements.
• Serve as an administrative liaison with government offices, managing invitations, follow-ups, and participation in Food Bank events, tours, and volunteer opportunities.
• Track and maintain ongoing engagement with elected officials and agencies through CRM systems (e.g., Raiser’s Edge), ensuring accurate and timely reporting of lobbying activities in coordination with Finance Department.
• Conduct background research and prepare briefing materials to support meetings, proposals, and strategic outreach.
• Care for full-cycle department expense administration, including processing invoices and purchase orders in NetSuite, tracking payments, and supporting staff expense reporting.
• Coordinate logistics for Public Affairs participation in conferences, lobby days, legislative events, and coalition activities.
• Support planning and execution of external-facing events, including roundtables, legislative breakfasts, panels, and community activations.
• Manage event coordination workflows, including invitations, materials, run-of-show, and post-event follow-up.
• Gather, synthesize, and manage data for internal and external reporting, including KPIs, board reports, grant reporting, and advocacy communications.
• Support development and maintenance of departmental work plans and budget tracking processes.
• Lead documentation and continuous improvement of Public Affairs standard operating procedures (SOPs) and knowledge management systems.
• Provide project management support across the Public Affairs team using tools such as Microsoft Planner and Salesforce to track deliverables and timelines.
• Aid in coordinating cross-functional workflows with Marketing & Communications, Finance, and Programs teams.
• Support recruitment, onboarding, and supervision of interns, fellows, and volunteers to expand departmental capacity.
• Manage special projects and cross-cutting initiatives as assigned.

Qualifications And Experience

• 2–4 years of relevant professional experience in public affairs, government relations, nonprofit administration, public policy, or a related field; experience in NYC government or a mission-driven organization, preferred.
• Demonstrated experience supporting executive-level scheduling, stakeholder engagement, and event coordination, ideally involving elected officials, agencies, or external partners.
• Familiarity with NYC and New York State government structures, budget processes, and/or advocacy campaigns is highly desirable.
• Strong administrative and operational skills, including experience managing complex calendars, invoices, purchase orders, and expense tracking; familiarity with systems such as NetSuite or similar financial platforms is a plus.
• Experience using CRM systems (e.g., Raiser’s Edge, Salesforce) to track stakeholder engagement, as well as project management tools such as Asana or Monday.com.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence, meeting materials, and internal reports for diverse audiences.
• Hightly organized with strong attention to detail and the ability to manage multiple priorities in a fast-paced, deadline-driven environment, particularly during peak advocacy and budget cycles.
• Strong interpersonal skills and professional judgment, with the ability to interact effectively with elected officials, senior staff, community partners, and internal teams.
• Proactive, solutions-oriented mindset with the ability to work both independently and collaboratively across departments.
• Commitment to Food Bank For New York City’s mission and an interest in hunger policy, public systems, and social impact work.