20 hours/week $30$40/hour 6-Month Contract to Start U.S.-based

The Headache Alliance & Alliance for Headache Disorders Advocacy is seeking a highly capable, proactive Programs & Operations Coordinator to help strengthen internal systems, support volunteer leadership, and ensure strong execution of national programs and events. This role is designed to reduce executive bottlenecks, strengthen volunteer leadership, and ensure strong execution of national programs and events.

We are seeking someone who can independently manage committees, lead meetings, and build additional structure to a fast-growing patient advocacy organization.

This position will be mostly remote but may require some limited occasional travel for annual in-person events usually in Washington DC.

About The Headache Alliance

The Headache Alliance is a national 501(c)(3) nonprofit dedicated to education, awareness, and empowerment for people living with migraine and other headache disorders. Through initiatives such as Headache on the Hill, Flags for Headache, youth programming, and national awareness campaigns, we work to reduce stigma and expand access to care.

The Headache Alliance operates in partnership with the Alliance for Headache Disorders Advocacy (AHDA), a related 501(c)(6) organization focused on advancing federal and state policy solutions, including the HEADACHE Act and other legislative priorities. Together, these sister organizations form a coordinated national effort to elevate headache disorders within broader health, disability, and public policy conversations.

As both organizations continue to grow in reach and visibility, we are strengthening our internal infrastructure to support sustainable national impact.

The Opportunity

Our organizations are entering an exciting phase of national growth, including expansion of the Flags for Headache installation and continued federal policy engagement through the HEADACHE Act. We are seeking a strategic, organized leader to help strengthen internal systems, elevate volunteer leadership, and ensure high-quality execution of our national programs.

This role offers the opportunity to shape how a growing advocacy organization operates, build sustainable processes, and work in close partnership with the Executive Director during a pivotal period of expansion.

Core Responsibilities

Volunteer & Committee Leadership

• Lead and facilitate standing volunteer committee meetings
• Draft agendas and track action items
• Support volunteer cultivation, accountability and follow-through
• Strengthen onboarding and engagement systems for volunteers, Board Members and State Captains
• Assist the Executive Director in overseeing consultants and interns

Program & Event Management

• Project manage major initiatives including Flags for Headache and Headache on the Hill
• Develop and manage detailed timelines and run-of-show documents
• Coordinate logistics, vendors, and materials
• Maintain centralized tracking systems for deliverables
• Manage the planning and execution of the monthly Lunch & Learn educational webinar series
• Coordinate with speakers and moderators, including scheduling, briefing, and preparation of presentation materials
• Set up and manage Zoom Webinar events, including registration pages, reminder emails, and live event support
• Manage CRM workflows related to event registration, communications, and attendee tracking
• Draft and produce promotional materials in coordination with the communications team, including email announcements, social media copy, and event descriptions
• Prepare moderator scripts, speaker bios, and event run-of-show documents
• Oversee day-of-event logistics including speaker tech checks and live webinar support
• Distribute and track post-event feedback surveys and compile summary insights to inform future programming
• Maintain records of attendance, engagement metrics, and program outcomes for internal reporting and grant documentation

Operational Systems

• Build and maintain an organizational planning calendar
• Document workflows and standard operating procedures
• Improve cross-team communication and coordination
• Support board reporting and internal documentation

Development Support

• Maintain sponsorship and outreach trackers
• Draft follow-up communications for funders and partners
• Track grant deadlines and reporting requirements
• Support preparation of impact materials and presentations

Ideal Candidate

• 5+ years nonprofit program or operations experience
• Experience managing volunteers or committees
• Strong meeting facilitation and follow-through skills
• Highly organized with a systems mindset and strong attention to detail
• Comfortable working independently in a remote environment while coordinating across multiple stakeholders
• Strong written communication skills and comfort drafting program materials, agendas, and outreach communications
• Experience supporting virtual events and webinars
• Experience in health or patient advocacy is welcome but not required.

Preferred Skills and Tools

• Experience with nonprofit CRM systems such as EveryAction (or similar platforms)
• Experience using Canva or similar design tools to create promotional materials
• Familiarity with Zoom Webinar event management
• Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar)
• Experience working with Slack or similar team communication tools
• Experience in health policy, patient advocacy, or disability advocacy is welcome but not required

Contract Structure

This is a 6-month contract position with potential for renewal or expansion based on performance and organizational growth.