Executive Assistant, FGR

Location: Washington

Job Description

Job Description

Position Summary
The Executive Assistant, Federal Government Relations (FGR) position at APCIA will lead executive support, scheduling, and travel coordination for the Senior Vice President, FGR, and the FGR team as assigned. Provide administrative support for the PAC.

Principal Responsibilities:

Executive Support

  • Proactively coordinate and execute scheduling and travel logistics including working to resolve travel complications as they arise.
  • Proactively coordinate meeting logistics and manage deliverables from team for meetings with SVP and department.
  • Exercises discretion, judgment, and applies exceptional attention to detail regarding all SVP calendar logistics
  • Coordinates closely with FGR and Political Engagement division and other key stakeholders to schedule meetings, speaking engagements, briefings and FGR events to facilitate SVP participation and coordinate the development of SVP briefing materials, talking points, speeches, and other events
  • Maintain appropriate logs and databases, contacts, calendar for SVP and as needed for department.
  • Ability to assist in the development and drafting of departmental presentation, budgeting and informational documents.
  • Liaison between Information Technology (IT) and SVP, FGR to address and resolve IT issues for the SVP with all electronic devices, office equipment, and applications.

Compliance and Division Support

  • Prepare invitations, materials, and logistics for division staff meetings
  • Prepare, submit, and track division expenses and assist with annual budgeting process
  • Compile and submit expense reports for SVP.
  • Provide administrative support for the political action committee with direction from the PAC Senior Director.

Program Manager, FGR Meetings and Events

Lead coordinator for FGR division events, including:

  • APCIA Committee Meetings: Lead role supporting SVP, FGR, attendance at APCIA events including: Board Meetings, Legal and Government Affairs Committee, Federal Affairs Subcommittee, etc. Manage development of agendas, timelines, deadlines, and execution plans for briefing materials, detailed logistics, and follow up
  • Other Events: Manage division preparation FGR and Political Engagement (PE) workflow and other stakeholders with development of briefing materials, talking points, leave behinds and other material for speaking engagements and Legislative and Executive Branch meetings.
Additional Responsibilities:
  • Help with special projects as assigned

Qualifications:
  1. - Educational Requirements: College degree required
  2. - Experience:
    • Excellent organizational and detail management skills with ability to prioritize assignments, clearly understand and communicate expectations for assignments, and follow through to completion.
    • Strong interpersonal skills with the ability to communicate effectively in writing and verbally. Comfortable with executive-level interaction.
    • Self-starter - must demonstrate initiative and ability to work independently.
    • Previous experience serving as an Executive Assistant or in general operations roles preferred. Capitol Hill experience a plus.
    • Strong writing, editing, and verbal communication skills.
    • A high degree of proficiency in Microsoft Office and SharePoint with specific experience and training in Excel, PowerPoint and Microsoft Word. Must be comfortable creating and using spreadsheets, creating charts and graphs using Excel and PowerPoint, and mail merges from Excel to Microsoft Word.
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