Advocacy Events Coordinator

Position Summary

The Advocacy Events Coordinator provides administrative, event coordination, fundraising, and program support for CoaVAR's advocacy initiatives, including RPAC (REALTORS® Political Action Committee), Fair Housing, and other REALTOR® advocacy programs and events.

This position is responsible for coordinating successful advocacy-related events, assisting with fundraising initiatives and grant applications, preparing meeting materials, maintaining accurate records, and providing administrative support to committees and association leadership. The ideal candidate is highly organized, proactive, dependable, detail-oriented, and comfortable communicating with REALTORS®, volunteers, association leadership, vendors, and community partners.

Essential Responsibilities

Advocacy & Program Support

• Provide administrative and organizational support for CoaVAR's advocacy initiatives, including RPAC and Fair Housing programs.
• Assist with advocacy-related projects, campaigns, meetings, and member engagement activities.
• Support committees and volunteer leaders by preparing meeting materials, agendas, reports, and other necessary documents.
• Maintain organized records, calendars, correspondence, and program documentation.
• Assist with communications to members, volunteers, sponsors, community partners, and other stakeholders.

Event Coordination

• Coordinate and assist with planning and execution of advocacy, fundraising, RPAC, Fair Housing, and other association events.
• Manage event logistics, including venues, catering, registration, promotional materials, speakers, vendors, sponsorships, and supplies.
• Develop event timelines and checklists to ensure deadlines and details are managed effectively.
• Coordinate event communications and follow-up.
• Assist with registration, attendance tracking, check-in, and post-event reporting.
• Work with sponsors and vendors to ensure commitments and event deliverables are fulfilled.
• Attend association events, meetings, and programs as needed, including occasional evenings and weekends.

Fundraising & RPAC Support

• Assist with fundraising initiatives and campaigns supporting RPAC and other association programs.
• Coordinate fundraising events and activities from planning through completion.
• Maintain accurate records of fundraising activities, participation, sponsorships, and related information.
• Assist with member outreach and communications regarding fundraising opportunities.
• Work with association leadership and volunteers to support fundraising goals and initiatives.
• Provide administrative assistance with required documentation and reporting.

Grant Assistance

• Assist with researching potential grant opportunities.
• Support the preparation and organization of grant applications and supporting documentation.
• Maintain grant calendars, deadlines, records, and follow-up information.
• Assist with tracking grant requirements, reporting, and related communications.

Meetings & Administrative Support

• Prepare agendas, meeting materials, reports, and other documents.
• Attend assigned committee and organizational meetings and take accurate meeting minutes.
• Distribute meeting materials and minutes in a timely manner.
• Maintain organized electronic and paper files.
• Track action items, deadlines, and follow-up responsibilities.
• Assist with scheduling meetings and coordinating calendars.
• Prepare correspondence, spreadsheets, presentations, and other administrative documents.
• Provide general administrative support to the Advocacy/Government Affairs department as needed.

Qualifications

Required:

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Administrative, event coordination, association, nonprofit, or related professional experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently while also working effectively as part of a team.
• Professional and positive demeanor when working with members, volunteers, leadership, vendors, and the public.

Preferred:

• Experience working for a REALTOR® association, trade association, nonprofit, or membership organization.
• Experience with fundraising or political action committees.
• Experience coordinating events and working with sponsors and vendors.
• Experience with grant applications or grant administration.
• Experience taking formal meeting minutes and preparing agendas.
• Knowledge of Fair Housing issues and REALTOR® advocacy.
• Familiarity with RPAC or REALTOR® association advocacy programs.

Key Competencies

The successful candidate will be:

• Organized: Maintains accurate records, calendars, files, and deadlines.
• Driven: Takes initiative and follows projects through to completion.
• Detail-Oriented: Notices important details and ensures commitments are fulfilled.
• Communicative: Communicates clearly, professionally, and promptly.
• Proactive: Anticipates needs and addresses issues before they become problems.
• Collaborative: Works effectively with staff, volunteers, leadership, sponsors, and community partners.
• Adaptable: Comfortable managing changing priorities in a busy association environment.
• Professional: Represents CoaVAR positively and maintains confidentiality and professionalism.
• Accountable: Takes ownership of assigned responsibilities and follows through.

Work Environment

This position is primarily office-based and requires regular interaction with CoaVAR staff, REALTOR® members, volunteers, vendors, sponsors, community organizations, and other stakeholders. The position may require occasional evening and weekend work to support association meetings, fundraising activities, advocacy programs, and events.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to communicate effectively by telephone, email, and in person.
• Ability to assist with event setup, registration, materials, and other event-related activities.
• Ability to occasionally lift and transport event materials and supplies.

About CoaVAR

The Coast Virginia Association of REALTORS® (CoaVAR) represents REALTORS® throughout Hampton Roads, Virginia. CoaVAR supports its members through advocacy, professional development, networking, community involvement, and programs that promote homeownership, private property rights, and a strong real estate industry.

Disclaimer

This job description is intended to describe the general nature and level of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Responsibilities may be modified as organizational needs change.

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