External Affairs Coordinator

LIFELONG LEARNING ADMINISTRATION CORPORATION

Full Time, Monday - Friday

This position offers a hybrid work arrangement, with on-site responsibilities determined by program and site needs. The role is based in the Sacramento area.

The Lifelong Learning Advantage

At Lifelong Learning, our mission is to support our client schools so they can concentrate on improving educational outcomes and student success. We continue to be a strong, positive force, pioneering the way education is delivered to all students.

Learn more about us at https://llac.org/

How You Will Make an Impact

The External Affairs Coordinator  provides essential administrative and coordination support to the External Affairs Department, ensuring effective communication and collaboration across departments and with external stakeholders. This role supports the organization’s legislative and community engagement efforts by preparing materials, tracking policy developments, and assisting with events and visits. The coordinator works closely with the External Affairs Team and partners with other departments including Finance, Operations, and School Leadership to ensure timely, accurate, and professional execution of projects and requests. This position reports to Chief External Affairs Officer or designee. 

RESPONSIBILITIES/DUTIES

This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with this classification. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. 

• Provide administrative support to the Vice President of External Affairs, including scheduling, preparing reports, and assisting with special projects.
• Coordinate service provider invoicing, payments, and agreements, working with Finance to ensure accuracy and compliance. • Maintain organized records, databases, and filing systems to support departmental efficiency.
• Draft, edit, and format correspondence, reports, presentations, and meeting materials for internal and external use.
• Assist department executives in preparing for legislative, elected official, and stakeholder presentations and meetings.
• Research, update, and prepare elected official biographies, district maps, and school data to support advocacy and engagement.
• Coordinate logistics for legislative visits, meetings, and events in collaboration with school and operations teams.
• Track legislation and policy measures impacting schools and provide updates to department leaders and crossfunctional teams.
• Serve as a liaison between External Affairs and internal departments to ensure consistent communication and alignment on legislative, policy, and stakeholder initiatives.
• Partner with school leadership teams to gather data and stories that highlight the organization’s impact for external audiences.
• Coordinate with Communications to ensure messaging is aligned, accurate, and consistent across platforms.
• Support cross-departmental projects and initiatives that advance organizational goals.
• Perform administrative duties, responsibilities, and activities assigned, which may be changed or modified from time to time.  

KNOWLEDGE, SKILLS, ABILITIES

• Knowledge and understanding of laws, regulations, policies, and procedures relevant to the area of employment.  
• Knowledge and understanding of the organization’s culture, business units, services, and products.
• Strong interpersonal and written communication skills  
• Ability to interpret and apply laws, regulations, policies, and procedures.
• Ability to understand, analyze, and explain mathematical rules and equations used for data analysis.
• Ability to prioritize work, excellent organizational skills, and initiative to improve processes.
• Ability to handle multiple competing assignments and deadlines while being flexible and adaptable.
• Ability to work in team environments and with multiple levels of personnel.
• Self-sufficient, resourceful, and committed to providing excellent customer service. 

MINIMUM QUALIFICATIONS

• High School Diploma or General Education Diploma or 2 years equivalent work experience demonstrating applicable skills in relevant industry or discipline. Equivalent experience is included in and not separate from total years of professional experience.
• 3-4 years of experience in external affairs, marketing, event management, including interfacing with the public required.  
• Experience in project coordination, organizing, and prioritizing required
• Proficient Level of skills in MS Office (Word, Excel, PowerPoint, Outlook)
• Ability to perform job duties with minimal supervision, dependability, high quality, and quantity required.
• Ability to travel in performance of job, duties are required.

PHYSICAL REQUIREMENTS 

• Vision: Ability to read small print and view a computer screen for prolong periods, prepare, or inspect documents and operate office equipment.
• Hearing: Ability to hear average or typical conversations and receive ordinary information.
• Speech: Ability to be understood in face-to-face communication, in person or remote, to speak with a level of proficiency and volume to be understood over a telephone or computer.  
• Mental Demands: Ability to read, write, understand, interpret, and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Frequent multi-tasking, changing of task priorities, repetitious exacting work. Understand how to manage stress. high workflow management, high project coordination, and high people engagement.
• Upper Body Mobility: Ability to use fingers to make small movements such as typing, picking up small objects, or pinching fingers together, use hands to grasp, and manipulate small objects; twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Strength: Ability to lift, carry, push, and pull objects weighing up to 10 pounds.  
• Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors. Prolonged period sitting at a desk and working on a computer. Work in a moderate  to high noise environment with frequent deadline pressures.