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Policy Administrative Assistant
3 months ago
Location:
**Washington, D.C./Hybrid**
- Status:
**Full Time, Regular, Non-Exempt**
- Reports to:
**Supervising Executive Administrator**
**Organization**:
Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate and promote sound policy and program development. The Institute’s overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.
**Position Summary**:
The Policy Assistant provides support to the division engaged in advancing a policy agenda for sexual and reproductive health and rights (SRHR) at the state, federal and global levels. The position is responsible for supporting the division’s leadership team in the effective execution of key internal and external priorities. The position provides executive, administrative and program support to the division and ensures that the DC office space is functional and systems are in place to achieve our mission.
**Responsibilities**:
Assistance to Public Policy Leadership
- Ensure the Vice President of Public Policy, Director of State Policy, Director of Global Policy, and Director of Federal Policy are fully equipped for successful performance
- Provide executive assistant support to the Vice President including meeting scheduling and calendar support, notetaking and tracking follow up for select meetings.
- Provide administrative support to the policy management team including expense report management, travel support, invoice and contracts processing
- Support logistics of webinars, policy meetings, catering needs, and other small events and meetings, with support from the Meetings and Events team when appropriate
- Support the Vice President’s engagement with external stakeholders, including scheduling and preparing for meetings, conferences, presentations and travel.
Program Support
- Remain up to date on major global, federal and state policy projects and developments
- Assist with policy research and citations for policy analysis articles, factsheets and other policy-related materials
- Assist with the development of slide presentations, charts, diagrams and other visual tools to communicate complex information in a simple manner
- Search online for materials and sources of information for the federal, state and global teams, as needed
- Coordinate and support meetings and events, on
- and off-site, including sending meeting agendas to participants in advance and follow up items afterward
- Maintain project management systems designed to organize, track, and manage the division’s work via Asana
- Maintain internal and external distribution lists, division instructional manuals, databases and impact tracking systems including Salesforce
Office Management
- Greet DC office visitors and support meeting room set up and breakdown as needed
- Track office supplies and work with the Administrative Services staff to ensure the Washington, DC office is running smoothly
- Prepare and enter invoices for approval and supervise on-site repairs and services in collaboration with Administrative Services
- Liaise with IT and Meeting & Events staff to ensure that all systems are working effectively
- Liaise with building staff and management on building maintenance and operations issues
- Spot opportunities to improve systems, policies and practices
- Perform other job-related tasks as assigned by supervisor
**Qualifications and Skills**:
- A minimum of 1-2 years of relevant work experience at executive or special assistant level or program assistant level
- A commitment to reproductive health, rights and justice and interest or experience in public policy
- Strong organizational skills, with the ability to set priorities, juggle tasks, work independently, follow through on assignments and meet deadlines
- Detail-oriented and committed to producing high-quality work products
- Positive attitude and flexibility, with the ability to push work forward through obstacles and adapt quickly as things change
- Proficiency with Microsoft Office, and preferred experience with other systems such as Asana, Nexonia, Salesforce and an ability to learn new systems
- Savvy at conducting Internet research; ability to gather data, compile information and produce high-quality written products
- Customer service orientation, strong interpersonal communication skills with staff at all levels and good judgement in handling confidential information
- Ability to foster an inclusive workplace, where all staff feel respected, heard, engaged and valued
**Salary and benefits**
Salary starting at $60,957 to $91,436, commensurate with experience. Excellent benefits that inc
