Advocacy and Education Administrative Specialist in Arlington Heights, Illinois at Air Movement and Control Association International

Job Function
The Advocacy and Education Administrative Specialist is responsible for providing comprehensive operational and administrative support that enables the Advocacy & Education team to effectively manage committees, regulatory initiatives, and stakeholder engagement across multiple priorities. The position serves as a central point of organization and execution—managing schedules, maintaining data systems, coordinating meetings and events, and supporting internal and external communications. This role ensures the team operates efficiently and is well-supported in delivering advocacy initiatives and education programs.

Job Responsibilities

• Manage calendars, schedule committee meetings, and coordinate meeting logistics, including preparation of agendas, materials, and minutes
• Track action items and committee activities using established workflows and tracking tools.
• Maintain organized documentation and data systems (e.g., SharePoint), ensuring accuracy, version control, and accessibility of advocacy materials
• Compile and format reports, summaries, and communications for internal and external use.
• Coordinate logistics and provide administrative support for advocacy meetings, events, and stakeholder engagement activities
• Staff liaison (eventually) for advocacy and education working groups, working up to staff liaison for subcommittees that meet infrequently
• Support internal coordination and communication to ensure timely progress across advocacy and education initiatives
• Provide support for learners experiencing login issues, navigation issues, and progress-tracking errors in our learning management system (LMS).
• Provide administrative support for the RCEP portal and PDH issuance, ensuring 100% accuracy in credit reporting and the timely delivery of completion certificates to participants.
• Provide logistical support for live webinars and online training, managing attendee registration, invoicing, technical troubleshooting, and chat moderation while maintaining a professional and interactive environment.
• Provide logistical support for in-person training events (1-2 times per year), managing guest check-ins and the ordering, set up, and cleanup of breakfast and lunch while maintaining a professional and welcoming environment.
• Other duties as assigned.

None of the foregoing information in any way states or implies that these are the only duties to be performed by an employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties as requested. Duties are not necessarily comprehensive and are subject to change at any time at the association leadership’s management's discretion.

Education & Experience

• Impeccable organization, professionalism, and communication skills are a must
• Detail-oriented and able to work independently while managing multiple priorities
• Demonstrated proficiency in Microsoft products (Teams, Outlook, PowerPoint, Word, etc.) for agendas, minutes, and formal documentation
• Basic Microsoft Excel for tracking regulatory deadlines, action items, and committee activities
• Proficiency working with SharePoint and cloud-based document management systems for organized file storage and version control
• Experience handling confidential or sensitive information with discretion
• Preferred: Experience with Microsoft Teams (or similar) and supporting virtual meetings
• Preferred: Experience supporting committees, boards, or association environments

• Minimum one to two (1-2) years of professional administrative experience

Annual salary:
$65,000-73,000

Benefits: Medical, Dental, Vision, FSA, Life Insurance, STD/LTD, 401k matching (no vesting), and hybrid work environment.

Work Environment & Physical Demands

• Work predominantly in office/home office, frequent computer use, office environment, extended periods sitting at computer; some moderate lifting, standing and physical activity during meetings and events.
  
• This position is geographically based in Arlington Heights, Ill., with regular remote work-from-home two days per week.

AMCA offers a full line of benefits which includes a generous 401k plan with immediate vesting, 3 weeks of vacation, paid sick and holidays, flexible hours, summer hours, casual dress, 3 medical plans, dental, vision, flex spending, and company paid life, short/long term disability, and long-term care.

This position, and all others at AMCA International may be modified at any time. To ensure operational efficiency and meet the changing needs of our members and business, other duties may be assigned as needed.

At AMCA International we are committed to ensuring equal opportunity in all aspects of employment.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

No relocation is available.