Job Description
About Houston-Galveston Area Council The Houston-Galveston Area Council is one of the largest regional planning commissions in the country with a diverse service area of 13 counties and more than 7 million people. We are the pulse of our region addressing issues that cross city limits and county lines every single day.
We make decisions that affect our transportation system, ensure the safety and well-being of our seniors, connect people to jobs, help families recover from natural disasters, preserve water quality for our children, and so much more. We work to make the region a great place to live, work, and thrive.
What will I be doing?- Meeting & Project Coordination
- Schedule and coordinate logistics for Core Committee meetings, Steering Committee meetings, ad hoc working sessions, and retreats
- Draft meeting agendas in partnership with the facilitator; take and distribute meeting notes/minutes and track action items
- Coordinate scheduling and email correspondence across multiple partner organizations' calendars and contacts
- Meeting Materials, Design & Communications
- Support production of meeting decks, handouts, one-pagers, and other materials for Committee and Steering meetings, workshops, and convenings
- Apply consistent visual branding across Coalition materials (templates, slide decks, printed handouts)
- Support website and social media content for the Coalition's public-facing presence, as needed
- As needed, support updates to the coalition website content
- Documentation & Systems[CC2.1]
- Maintain and organize the Coalition's shared file system/collaboration platform so it stays current and accessible to all partners
- Maintain and update the Coalition's living workplan/roadmap and track progress of assignments, milestones, and deliverables
- Maintain records of votes, approvals, and key decisions from the Core and Steering Committees
- Support development of foundational coalition materials such as governance structure, decision-making frameworks, ways of working, and workplan in clear, accessible formats
- Maintain committee membership rosters and track attendance
- Draft onboarding and background materials for new members or partners
- Stakeholder & Partner Management
- Develop and maintain a stakeholder/partner contact database for the Coalition
- Draft and support distribution of communications for the Core and Steering Committees
- Draft and support distribution of communications to external partners according to the developed Communications Plan
- Support relationship-management follow-up between meetings (thank-yous, recaps, requested materials)
- Draft newsletters, manage email distribution lists, and assist in coordinating external communications across core committee partners as needed.
- Maintain and update a consolidated list of individuals who have engaged in coalition activities that includes segmentation of individuals by sector.
- Help identify gaps in stakeholder representation and engagement by sector
- Engagement
- Support partner engagement through 1-1 conversations, phone calls, and email communication to facilitate partner input and participation
- Support community engagement through 1-1 conversations, phone calls, and email communication
- Event & Convening Logistics
- Coordinate logistics for events as needed, including venue booking, catering, and AV/tech setup [CC3.1]
- Manage invitations, RSVPs, and attendance tracking for meetings and public events
- Coordinate translation/interpretation services for materials or meetings as needed
- Collect and organize photos and documentation from convenings for later use in reporting and materials
- Create first drafts of event documents, including run of shows, invitation language, and speaker prep packets,
- Provide day-of support as needed for targeted engagements hosted by core committee partners, including room setup & cleanup, note taking, and providing suggestions of invitees based on past coalition events.
- Maintain event planning timelines and checklists and coordinate consolidation of event attendees across all coalition engagements.
- Grant & Funding Support
- Provide coordination and drafting support for grant proposals, cases for support, and funding narratives led by Coalition partners or content leads
- Conduct general research to support funding materials, partner communications, or Coalition initiatives as requested
- Compile a media kit for the Coalition (background materials, key facts, partner logos/branding) to support press and funder outreach
- Support Coalition fundraising coordination, tracking fundraising opportunities, submissions and reporting requirements
- Facilitate fund report drafts and submission deadlines and requirements across funding opportunities
- 25 hours per week
Key Qualifications - 5+ years of experience in project coordination, program support, nonprofit/civic administration, or a related field
- Strong written communication skills; comfortable drafting agendas, minutes, and summary materials for a range of audiences
- Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel); comfortable producing polished decks and handouts with a moderate level of design sophistication
- Highly organized, with the ability to manage multiple workstreams and deadlines simultaneously
- Comfortable working across multiple partner organizations and stakeholder groups
Do you have… - Bachelor’s degree in an applicable academic discipline or related field of study
- 5 years of experience working with local government, nonprofit programs, schools, or in job-related duties =
Hourly rate: $35
All employees of H-GAC are required to reside within the agency’s region of service to support our commitment to excellence in service of our region.
H-GAC is an equal opportunity/ADA employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or protected veteran status.
Job Tags
Hourly pay, Temporary work, Work at office, Local area