Policy Assistant in at Aids United

Policy Assistant

Location: Remote (Washington, DC/Maryland/Virginia)

Reports To: Senior Director of Policy & Strategy

Team: Public Affairs and Policy

Status: Full-time, Exempt

Salary Range: $49,400–$55,000

ABOUT AIDS UNITED

AIDS United’s mission is to end the HIV epidemic in the United States. We advance this mission through strategic grantmaking, policy and advocacy, organizational capacity building, and community-informed research. With an annual budget of approximately $11 million and a remote staff of more than 20 professionals, AIDS United supports hundreds of community-based organizations nationwide, prioritizing work in the U.S. South and among those most impacted by HIV.

Founded through the merger of the National AIDS Fund and AIDS Action Council, AIDS United’s policy efforts are rooted in decades of leadership in the HIV sector. Our Public Policy Council includes many of the country’s leading HIV service and advocacy organizations and shapes our national policy priorities.

POSITION SUMMARY

The Policy Assistant supports the Public Affairs and Policy department across three areas of work: administrative coordination, policy operations, and communications. The core of this role is rooted in policy and administrative work — coordinating the Public Policy Council, supporting Congressional engagement, tracking legislation, and keeping the department running smoothly. Over time, the role also contributes to communications functions including content support, social media, and digital outreach.

We are looking for someone with a strong policy or administrative background who is organized, detail-oriented, and eager to grow. Communications skills are a plus, but candidates without a formal communications background are encouraged to apply — we will provide training and support to develop this side of the role.

This position reports to the Senior Director of Policy and Strategy and receives daily guidance and mentoring support from the Lead Coordinator, Communications. The position also works closely with senior policy and communications staff across the department.

KEY RESPONSIBILITIES

Administrative Coordination

• Manage scheduling and calendar coordination for the policy and communications departments, including internal meetings, Congressional meetings, and coalition calls
• Coordinate meeting logistics end-to-end: agenda development, participant communications, materials preparation, technology setup, and follow-up on action items
• Track departmental deadlines — including legislative sessions, comment periods, grant submissions, and publication dates — and alert team members proactively
• Support contract, grant, and payment processing, ensuring accuracy and timely execution
• Serve as a liaison between the department and external stakeholders including Congressional offices, coalition partners, and PPC members
• Assist with planning and on-site support for AIDSWatch and other organizational events
• Build and maintain organized systems for tracking departmental projects, contacts, and deliverables

Policy Support

• Leads operational aspects of the Public Policy Council (PPC), including membership communications, database management, and listserv coordination across subcommittees
• With support from senior staff, plan and execute tri-annual in-person PPC meetings —managing logistics, speaker coordination, materials preparation, and technology
• Run monthly virtual PPC meetings, ensuring correct invitations, functioning technology, and accurate recordings
• Manage PPC financial accounts including dues tracking and invoicing, and maintain attendance records and action item follow-up, with support from senior staff
• Monitor the policy landscape, including federal and state regulatory changes and developments affecting HIV programs and healthcare access
• Produce clear written summaries of policy developments and their implications for AIDS United’s priorities
• Coordinate Congressional meeting scheduling for staff and partners, ensuring participants receive accurate briefing materials
• Support coalition partner coordination, tracking commitments and maintaining organized records of policy intelligence

Communications Support

The communications responsibilities of this role will be developed over time, with training and guidance provided by the Lead Coordinator, Communications. Initial responsibilities will include:

• Assist with drafting and scheduling social media content across AIDS United’s platforms
• Support coordinating distribution of digital communications, including newsletters and email updates
• Help maintain and update website content as directed
• Assist with email advocacy campaigns, including drafting copy and coordinating distribution
• Draft organizational content such as blog posts, event announcements, and member communications with editorial support
• Assist with the final review process for digital and written communications, ensuring all content is accurate, consistent, and free of errors before release
• Assist with webinar logistics including technology setup, recording, and post-event follow-up
• Support the Lead Coordinator, Communications in maintaining the communications calendar and coordinating cross-departmental announcements

QUALIFICATIONS

Required

• Bachelor’s degree plus 2+ years of relevant experience in administrative, policy, or advocacy roles
• Exceptional attention to detail with a systematic approach to reviewing your own work
• Ability to manage multiple concurrent projects and meet deadlines in a fast-paced environment
• Strong written communication skills, with the ability to write clearly and adapt tone for different audiences
• Proactive, self-directed work style with sound judgment about when to act independently and when to escalate
• Professionalism and discretion when handling sensitive information and engaging with senior stakeholders
• Comfort with digital tools and the ability to learn new platforms quickly; proficiency in Microsoft 365 and Google Suite required
• Ability to serve as technology lead for virtual meetings and webinars
• Strong alignment with AIDS United’s mission and commitment to health equity

Preferred

• Lived or professional experience with communities most affected by HIV
• Familiarity with legislative processes, Congressional offices, or federal advocacy
• Experience coordinating meetings, conferences, or events with multiple stakeholders
• Background or interest in communications, content creation, or digital marketing
• Experience with Asana, Salesforce, or similar project management or CRM platforms
• Understanding of the HIV policy landscape and key stakeholders

WORK ENVIRONMENT & TRAVEL

This is a remote position; however, the Policy Assistant must reside within the Washington, DC / Maryland / Virginia (DMV) region, as regular in-person attendance is required for Capitol Hill meetings and organizational events.

AIDS United will provide all necessary technology for this role, along with a stipend to support high-speed internet costs. Travel is required approximately 5–10 days per year. Occasional extended hours may be required during peak periods, including major events such as AIDSWatch and Public Policy Council (PPC) extended meetings.

COMPENSATION & BENEFITS

The salary range for this position is $49,400–$55,000 per year, commensurate with experience. AIDS United also offers a comprehensive benefits package including:

• Health, dental, and vision insurance
• Retirement contributions with employer match
• Unlimited paid vacation days
• Professional development support
• Remote work flexibility

TO APPLY

Please submit a resume and cover letter explaining your interest in this position and how your experience aligns with the qualifications outlined above. Your cover letter should address the following:

• Why does AIDS United’s mission to end the HIV epidemic resonate with you personally or professionally?
• Give an example of a complex task with multiple moving parts that you managed independently from start to finish. How did you ensure nothing fell through the cracks?
• This role spans administrative, policy, and communications work. How have you managed a similarly varied workload, or how do you see yourself growing into the communications side of this role?
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AIDS United is an equal opportunity employer. We are committed to building a diverse, equitable, and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. We strongly encourage applications from people of all backgrounds, including people of color, LGBTQ+ individuals, people living with HIV, people with disabilities, and individuals from communities disproportionately impacted by HIV.