Public Affairs Assistant

RPStaffing is conducting an immediate direct-hire search for the Government & Public Affairs Assistant with a major trade association based in Washington, D.C. This role offers a hybrid work schedule, potential for professional growth and development, excellent benefits, and great work life balance.

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

Job Title: Government & Public Affairs Assistant

Department: Government & Public Affairs

Annual Base Salary: $60,000 – $68,000

Search Status: Direct Hire

Remote: Monday/ Friday Onsite: Tuesday/ Wednesday/ Thursday

Hours: 9:00 to 5:00

FLSA Status: Non-Exempt

Location: Washington, DC

SUMMARY

In this role, the Government & Public Affairs Assistant’s primary responsibility is to interface regularly with the Executive Vice President and the Government & Public Affairs team as well as with senior level executives, member companies, media contacts and vendors who conduct business with the Government & Public Affairs Department. This role is under the direct supervision of the executive vice president, with assistance from his senior leadership, and is responsible for managing and coordinating the day-to-day activities for the EVP as well as projects for the entire department. The position requires a motivated, well-organized, detail-oriented person with strong communication skills, both written and oral, and must be able to work independently. Perform any other duties as may be assigned.

Essential Duties and Responsibilities:

• Provides executive administrative support to the Executive Vice President, Government & Public Affairs. Performs a variety of duties including word processing, preparing correspondence, maintaining paper and computer-based files, answering and screening telephone calls, handling bills and expense account receipts, maintaining inventory of office supplies and stationery, and opening/distributing mail.
• Greets visitors in a professional, friendly manner; receives all calls incoming to the Government & Public Affairs Department.
• Manages the Executive Vice President’s schedule and coordinates with the CEO and other executive schedules as needed. Handles calendar requests (including invitation acceptances and regrets).
• Schedules travel and hotel accommodations, itineraries, requests for orders and prepares travel reimbursement/expense account vouchers.
• Remains aware of all scheduled activities, monitors status, provides liaison, and keeps the departments updated.
• Sets up in-house meetings, including preparation of meeting materials, reserving conference rooms and arranging luncheons. Learns and is proficient in operating video and teleconferencing systems, capable of setting up, operating, and troubleshooting unforeseen problems for meetings utilizing these systems.
• Produces daily news clips and maintain clips (print, audio, video) of news pertaining to the industry. Compile and send out daily Goodnight and PPA Goodnight emails.
• Triages media calls; responds to phone and mail requests for industry information.
• Maintains all Communications media lists and maintains relationships with vendors providing various media tools and services.
• Distributes mail, reviews correspondence, and reroutes incoming calls to appropriate management.
• After demonstrating readiness, prepare and assist with entry-level communications department functions, including writing letters to the editor, blogs, managing/updating website, updating digital and social media platforms and other communications projects as assigned.
• Assists in communications, department or association projects as assigned.
• Maintains department files.
• Executes Internet searches.
• Serves as back-up to the reception desk as part of a rotation with other assistants.
• Other duties as assigned or adjusted from those listed.
• The ability to travel up to 10% of the time, as needed, including overnight.

BENEFITS

Annual Bonus Potential: Incentive bonus paid in December based on performance

Annual Retirement Benefits:

• 7% Employer 401k pension contribution to 401k: employer contributes 7% of pay up to IRS Compensation limits into your 401k
• 401k Match: 50% of employee contribution up to 6% of salary or IRS Maximum

Health/ Dental/ Vision Insurance: UHC 250 plan coverage

Life Insurance: 1.5 times Salary w/$200,000 max

Parking: If parking is not elected eligible for SmarTrip Metro Benefit $85 p/month

Vacation: 10 Days (full year employment)

Sick Leave: 12 days each year

Personal Leave: 2 Floating Holidays

Summer Bonus Leave: 6 Half Day Fridays

Education Assistance

401k Deferral

Flexible Spending Account:

• Medical - ($3,300 max)
• Dependent Care ($5,000 max)

COMPETENCIES

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

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

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, and Adobe. Quickly adapts to new technology and can easily acquire new technical skills.

Language Skills: Must communicate professionally with a diverse group of people, including high level executives. Ability to communicate effectively with the public and other Team Members. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence.

Mathematical Skills: Ability to add and subtract numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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

Career Goals: Strong interest in growing in a discipline related to the government and public affairs profession.

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.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

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 hear. 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

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. 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. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Benefits, hours, onsite status, and locations are subject to change. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.