Sales & Public Affairs Coordinator

Job Title: Sales & Public Affairs Coordinator

Position Summary

The Marketing Sales and Public Affairs Coordinator supports the organization’s advocacy, public relations, and marketing efforts by coordinating communications that advance business and public-policy priorities. This role also provides administrative and financial coordination support for marketing initiatives, including tracking payables, receivables, and budget line items to ensure accuracy and alignment with approved budgets. The position works closely with leadership, vendors, and internal teams to support effective communication initiatives and responsible financial management.

Key Responsibilities

Advocacy & Public Affairs Support

• Support advocacy initiatives through the Government Affairs Committee and work closely with the Sales and Civic Affairs Manager.
• Assist communications team and GAC committee in the development and distribution of advocacy communications, including talking points, fact sheets, newsletters, and position statements.
• Track key policy issues, public meetings, and stakeholder engagement activities relevant to the organization.
• Support and coordinate when requested for outreach to elected officials, business leaders, and community partners in collaboration with leadership.
• Provide support in attending various events when requested to represent Hot Springs Village and its initiatives.

Marketing & Communications

• Provide support for marketing campaigns that promote advocacy priorities, programs, and events.
• Assist with content creation and scheduling for digital channels, email communications, and website updates.
• Support messaging alignment across marketing, advocacy, and public relations materials.

Public Relations & Stakeholder Engagement

• Assist with media outreach, press releases, and public statements related to advocacy and business initiatives
• Assist with speaking engagements, briefings, and public-facing events
• Support relationship management with media contacts, policymakers, sponsor partners and business partners

Financial & Budget Coordination Support

• Track marketing payables and receivables, ensuring timely submission, invoices, documentation, and follow-up
• Review invoices and expense documentation for accuracy and alignment with approved budget line items
• Coordinate with finance or accounting staff to support proper coding, approvals, and payment processing
• Maintain budget tracking spreadsheets and reconcile expenditures against approved marketing budgets
• Assist leadership with preparing budget summaries, forecasts, and variance reports for marketing and advocacy programs
• Support financial documentation and recordkeeping for audits, compliance reviews, and board reporting

Administrative & Coordination Duties

• Provide administrative support for advocacy and marketing programs, including scheduling, tracking deliverables, and maintaining contact lists
• Prepare reports, summaries, and briefing materials for leadership and committees
• Assist with event logistics, registrations, and post-event financial reconciliation
• Maintain organized documentation related to advocacy campaigns, marketing initiatives, and financial records

Qualifications

Required:

• Strong written and verbal communication skills
• High attention to detail, particularly related to budgets and financial tracking
• Strong organizational, time-management, and coordination skills
• Proficiency with standard office tools and spreadsheets
• Flexible work schedule

Preferred:

• Experience in advocacy, public affairs, government relations, or association marketing
• Bachelor’s degree in marketing, Communications, Public Relations, Business Administration, or a related field (or equivalent experience)
• Experience supporting budgets, invoicing, or financial tracking in a marketing or program environment
• Familiarity with nonprofit, association, or advocacy compliance requirements

Core Competencies

• Accuracy and accountability
• Professional discretion and sound judgment
• Ability to manage multiple priorities and deadlines
• Clear, diplomatic communication across internal and external stakeholders

Working Conditions

• Hybrid or in-office work environment depending on organizational needs
• Occasional evening or weekend work for events or meetings
• Some local travel