Job Description

Job Title: Senior Administrative Assistant
Department: Public Policy & Government Affairs (PPGA)
Reports To: Senior Vice President (SVP), Public Policy & Government Affairs

Summary: This position will provide a range of administrative support services to the SVP, Director, and other PPGA Staff to promote efficient delivery of services and, where applicable, effective management of the Public Policy & Government Affairs department. S/he maintains high standards of professionalism, efficiency, personal communication, discretion and independent judgment. In working with internal and external contacts, including board members, member-presidents, and Members of Congress, s/he deals with a wide range of highly sensitive issues under tight deadlines/pressures. Reports directly to the SVP.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.
Schedule and manage the SVP’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
Organize and coordinate travel and related requirements to include: flight tickets, hotel bookings, airport transfers, expense reports.
Provide support in arranging speaking engagements, such as conference registrations, room reservations (internal and external), and local travel.
Work closely with the SVP on special projects and Government Affairs Committee activities.
Proofread, answer, and compose routine correspondence and any follow-up actions for the SVP.
Support and coordinate Government Affairs Committee meeting arrangements, including teleconferences and minute taking as required.
Coordinate, plan, and organize small-to large-scale meetings.
Perform general clerical duties to include but not limited to; scanning, copying, faxing, filing, and data entry. Collect mail addressed to the PPGA department; forward correspondence to appropriate staff for action.
Complete various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
Undertake special assignments/projects on a wide variety of issues as requested by the SVP.
Coordinate general administrative tasks, i.e. compiling internal communications, managing expense reports, invoice payment and tracking.
Maintain the company’s innovative image through all forms of internal and external interaction – in writing, on the phone and in person.
Manage complex projects, requiring inputs from multiple sources, ensuring the timely completion of work at a very high standard of quality.
Performs other duties as required and/or assigned.

Education and/or Experience:

High school diploma required, Bachelor’s Degree preferred. Minimum of 5 years administrative assistance/secretarial experience is required. Hill experience, including internships, helpful.

Computer Skills:

Strong proficiency in Microsoft Office suite – specifically Outlook, Word, Excel, and PowerPoint. Ability to learn new software applications.

Other Skills and Abilities:

Strong organizational skills including the ability to manage calendars and effectively maintain records and files.
Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support.
Demonstrated ability to achieve high performance goals in a complex and fast-paced environment.
Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners and donors.
Highly resourceful team-player with the ability to also be extremely effective independently.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Expert level written and verbal communications.

Proficiency in grammar, spelling and proofreading.

Ability to understand and interpret policies and procedures as well as apply them with consistency.