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About the Role

Provide administrative support to the Vice President of Advocacy and assist Associate Directors and co-workers with projects and programs.

Responsibilities

• Lead organizer of First Tuesdays at the Capitol (FTC) and First Tuesdays in the District (FTD) programs.
• Coordinate event logistics, including setup and planning, with conference management and member services.
• Work with county medical societies for the FTC program.
• Identify key legislators for physician meetings for the FTD program.
• Set up meetings between local physicians and their legislators.
• Ensure public affairs team presence at all legislative meetings.
• Prepare and file monthly Texas Ethics Commission reports for Advocacy Directors.
• Prepare and file quarterly federal lobby reports.
• Assist with monthly expense reports for Directors.
• Plan and execute major division events, including those with Capitol staff, TMA/public affairs staff, and other TMA conferences/meetings.
• Assist with the Border Health Caucus and the Council on Legislation.
• Provide day-to-day administrative and clerical support to Advocacy leadership and staff.
• Compile and distribute legislative and issue packets to members, legislators, and key contacts.
• Create and maintain a list of physician relationships with elected officials.
• Establish a key contact program.
• Guide physicians on maintaining relationships with elected officials.
• Distribute specified legislation and information to lobbyists.
• Participate in assigned hearings and meetings, summarizing and tracking via note-taking.
• Prepare documents for presentations, draft diagrams, and prepare handouts.
• Maintain and update state and federal contact lists.
• Work extra hours, evenings, and weekends as necessary, especially during a legislative year.
• Maintain a high level of professionalism, excellence, and confidentiality.

Requirements

• Bachelor’s degree or equivalent experience.
• Experience supporting senior leaders and coordinating projects, events, or stakeholder outreach.
• Familiarity with the Texas legislative process or experience working with the Texas Legislature is preferred.

Skills

• Clear and professional written and in-person communication.
• Ability to plan, prioritize, and execute work with minimal supervision.
• Quick adaptation to changing priorities.
• Strong attention to detail while managing multiple deadlines.
• Proficiency in Microsoft Office (especially PowerPoint).
• Canva experience is preferred.
• Ability to coordinate complex calendars and travel for multiple staff members.
• Ability to build positive working relationships with internal teams, association members, and elected officials’ staff.

Location

• Capitol

Work Type

• Full-time
• Onsite

Experience Level

• Entry-level
• Mid-level

Education Level

• Bachelor's degree

About the Company

• The department is Advocacy.
• The supervisor is the Administrative Director, Advocacy Division.
• The organization is TMA.