Administrative Assistant

Position Overview

We are seeking a proactive, detail Administrative Assistant to join our policy team within a national business association. This role requires a versatile professional who can provide robust support to the policy team, act as an administrative assistant for the CEO, and serve as a backup to the Operations Team. The ideal candidate has 2-3 years of relevant experience and is excited to work in a fast-paced, collaborative environment. Experience as a Capitol Hill staff assistant or field organizer is a plus.

Responsibilities

1. Administrative Support for Policy Team

The Administrative Assistant will provide key administrative support to the six-person policy team, enabling efficient workflow and supporting daily tasks:

• • Meeting Coordination: Schedule and organize internal and external meetings, including creating agendas, managing RSVPs and tracking attendees, and circulating notes and action items.
  • Member Committee/Council/Roundtable Meetings: Attend member meetings to support program managers and learn about the various policy-related topics.
  • Policy Meetings/Event Planning: Assist with member meetings, webinars, and conferences by coordinating logistics, registrations, and communications with participants.
  • Data Entry and File Maintenance: Maintain accurate records of meetings, databases, and contact lists.
  • Communication Support: Draft, proofread, and distribute correspondence on behalf of the policy team.
  • Media Request Handling: Handle incoming media requests when Public Affairs Director is out or not available.
  • Document Creation Support: Edit and format policy documents, reports, and correspondence with high attention to detail.

1. CEO Administrative Support

This position provides scheduling support for the association’s CEO, enabling efficient time management and streamlined communication:

• • Calendar Management: Coordinate and manage the CEO’s calendar, scheduling meetings, conference calls, and appointments; ensure the CEO’s calendar is current and communicate any changes or adjustments in real time.
  • Communication Liaison: Serve as the primary contact for scheduling inquiries, confirming meetings, and managing requests.
  • Presentations: Work with the CEO to prepare slides for presentations and speeches.

1. Operations Team Support

In addition to the responsibilities above, the Administrative Assistant will serve as a backup to the Operations Team, providing crucial administrative support when needed:

• • Assisting with Administrative Tasks: Provide additional administrative support to Operations staff during peak periods and assist with data entry/database management.
  • Cross-Training on Operations Procedures: Become familiar with essential operations-related functions and procedures to provide effective backup support.
  • Coordination with Operations Staff: Collaborate with the Operations Team to understand current needs and cover responsibilities seamlessly.
• Skills:
  • Administrative Expertise: Strong organizational and multi-tasking skills, with experience in supporting teams with scheduling, document management, and event logistics.
  • Communication: Excellent verbal and written communication skills, with a keen eye for detail.
  • Time Management: Proven ability to prioritize tasks and manage time effectively.
  • Graphic Design: Proficiency in design tools like PowerPoint, Adobe Creative Suite, Canva, or similar platforms.
  • Operations Support: Ability to quickly learn and assist with basic operations tasks as needed.