Under direct supervision of the Director of Government Relations (GR), the Administrative Associate will provide administrative and clerical support on a variety of GR projects and initiatives and will support the daily operations of the GR Office.
The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities and be able to work independently and on variety of teams. Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will also possess a proactive work style that anticipates the needs of his/her supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures and activities related to the assigned duties.
Specific responsibilities include, but are not limited to
- Oversee the maintenance of the GR Office and office equipment, including scheduling repairs, as necessary.
- Maintain the calendar of the Director; schedule internal and external meetings, including preparing all necessary information and materials required for meetings, hearings, taking messages, participating in and taking notes during conference calls and meetings, and drafting and reviewing correspondence. Ensure that preparations for meetings are made in a timely and professional manner.
- Regularly monitors legislative and budget hearings, floor sessions and appropriately places them on GR Director’s calendar.
- Keep track of legislative deadlines and deliver position letters to appropriate legislative and budget committees.
- Promptly greet visitors in a friendly and approachable manner.
- Answer, screen and forward incoming telephone calls while providing general information when needed.
- Order supplies, furniture, equipment and/or textbooks in accordance with organizational guidelines.
- Coordinate with appropriate Administration Department staff to arrange for travel, hotels and equipment. Prepare internal expense reports and external letters for expense reimbursement from sponsoring organizations.
- Perform data entry and maintain files, as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery.
- Other duties as assigned, dependent on organizational needs and employee skills.
To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.
- Education/Experience: Minimum of three years of administrative experience, preferably at a nonprofit or social justice organization (beyond summer or short-term internships). Bachelor’s degree required. Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.
- Communication Skills: Strong interpersonal, written, and verbal communication skills are required. Demonstrated ability to compose and edit correspondence and basic reports, knowledge of business English, grammar and punctuation is required, with knowledge of a variety of writing styles and formats. A proven ability to interact well with staff at all levels in an organization and to work as a productive team member are also required. Sense of discretion and a high degree of professionalism is required.
- Telephone/Technology Skills: Screen and handle telephone calls using proper etiquette. Computer literacy, including strong word processing experience and working knowledge of Microsoft Office software or a willingness and ability to learn other computer programs as required.
- Organizational & Management Skills: Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget. A strong attention to detail is required. Flexibility to adjust and contribute to continually evolving work situation and changing priorities. The ability to multi-task various assignments, prioritize work, and adjust to multiple demands. Comfort working under pressure and tight deadlines.
- Judgment and Discretion: Skilled in determining matters of importance and information of use, exercising initiative in accomplishing any related tasks; give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
- Team Work & General Skills: Ability to work independently and with minimal supervision. Ability to take initiative and follow tasks through to completion. Demonstrated ability to work in a small team setting.
- Occasionally must be able to move office supplies and equipment weighing up to 15 pounds across the office and at external events.
Competitive compensation depending on experience.
Please email cover letter and resume to:
Director of Human Resources, Finance and Administration
Women and people of color are strongly encouraged to apply.