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Public Affairs Assistant

1 month ago

Washington, United States RPStaffing Full time

RPStaffing is conducting a confidential direct-hire search for the Government & Public Affairs Assistant with a major trade association based in Washington, DC. This opportunity comes with organizational stability, advancement opportunities, and excellent benefits.


***Candidates must be currently living in the Washington DC area***


Hours: Full-Time / 9:00 to 5:00

Hybrid Schedule: Tuesday, Wednesday, Thursday onsite (occasional additional onsite days for events)

Supervisor: Executive Vice President, Government & Public Affairs

FLSA Status: Non-Exempt


SUMMARY

The primary responsibility is to provide professional administrative support to the Government & Public Affairs Department by performing the following essential duties and responsibilities. Perform any other duties as may be assigned.


Essential Duties and Responsibilities:

  • Provides administrative support to the Executive Vice President, Government & Public Affairs, the Senior Vice President, External Affairs and Senior Vice President, Public Affairs and to the Government & Public Affairs department as directed by the EVP and SVPs. Performs a variety of duties including word processing, preparing correspondence, maintaining paper and computer-based files, answering and screening telephone calls, maintaining inventory of office supplies and stationery, and opening/distributing mail. Makes appointments and travel arrangements; and maintains confidential files.
  • Handles calendar requests (including invitation acceptances and regrets) for the EVP and SVPs.
  • Prepares correspondence as needed, either composing and sending replies or preparing drafts.
  • Maintains all scheduled activities and priorities for the department, monitors status of projects, provides liaison, tracks department travel and PTO schedules, and keeps the other departments updated.
  • Sets up in-house meetings, including preparation of meeting materials, reserving conference rooms, facilitating virtual meetings, arranging luncheons, registering guests with security, and meeting guests on site.
  • Conducts research and carries out special administrative projects independently and as directed by the EVP and SVPs.
  • Provides consistent telephone coverage for the department; screen calls and respond to routine inquiries. This also includes checking voicemails as requested.
  • Serves as the point of contact for the Government & Public Affairs department; provides information to other staff, visitors, and callers regarding department functions, or refers to appropriate person or department.
  • Maintain and update contact information for member company government relations staff, state associations and government affairs consultants – along with ensuring email distribution lists include the right persons.
  • Assist in meeting and event logistics including material preparation for example: Fly-In, National Government Affairs Conference and other events, such as in-state association days, as needed. This may include working with the meeting planners on the registration website and communicating meeting materials and promotional blasts with participants.
  • Manage and run “conference table” at necessary events.
  • Manage and process department invoices, contribution requests and expense reports in a timely manner by working closely with Finance department
  • Serves as back-up to the Reception desk and the EVP’s executive assistant.
  • Serves as back-up for media monitoring and daily internal clips distribution to staff.
  • The ability to travel up to 10% of the time as needed, including overnight.


Supervisory Responsibilities: This job has no supervisory responsibilities.


Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

  • Communications – Exhibits good listening and comprehension. Can express ideas and thoughts in written form and verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
  • Dependability – Commits to doing the best job possible. Follows instruction and asks for guidance as needed. Meets attendance and punctuality guidelines. Takes responsibility for own actions.
  • Adaptability – Projects a positive demeanor regardless of changes in working conditions. Can demonstrate flexibility in the face of change. Coachable – receives instruction well and acts promptly to implement improvements. Maintains a high level of energy and commitment to juggle multiple tasks and priorities without losing focus.
  • Planning & Organization – Integrates changes smoothly. Prioritizes and plans work activities. Sets goals and objectives. Knows how to organize and plan their workload. Uses time effectively and prevents irrelevant issues or distractions from interfering with work completion.
  • Team-oriented – Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting Government Affairs and overall organizational goals.
  • Use of Technology – Demonstrates required skills. Uses technology to increase productivity.
  • Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


Education/Experience:

Bachelor's degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.


Computer Skills:

Demonstrates proficiency of Microsoft Office applications: Word, Excel, PowerPoint, Outlook, SharePoint, and Adobe. Demonstrates proficiency in utilization of social media platforms and meeting and communication platforms such as Teams, Zoom, etc. Quickly adapts to new technology and can easily acquire new technical skills.


Language Skills:

Ability to communicate effectively with a diverse group of people, high level executives, the public and other Team Members.


Organization Skills:

Strong organizational skills and ability to handle multiple projects at same time. Hard worker dedicated to the job, team, association, and industry.


Strong and Dedicated Team Player:

Ability to work well with others as part of a team. Puts success of team above own interests and supports everyone’s efforts to succeed.


Work Environment:

The Association is a fast-paced, demanding public policy organization where meeting the needs of multiple members in a timely, informed manner is paramount. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This job operates in a professional office environment. The noise level in the work environment is usually moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. When working remotely, this job requires adequate internet and Wi-Fi connection capability.


Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 45 pounds.


Benefits Include:

  • Health: options for coverage starting at 100% employer paid with some employee costs for different plans
  • Dental and Vision: 100% employer paid
  • PTO: vacation accrual process based on tenure starting at 10 vacation days; 2 personal days, 12 sick days
  • 401k automatic 7% employer contribution plus additional matching program of 3-6%
  • Life Insurance: 100% employer paid


This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification, and potential benefits. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties or benefits. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.