RPStaffing is conducting an immediate search for Executive Assistant to Policy Department with one of the leading trade associations based in Washington, D.C.

Status: Direct-Hire / Permanent

Job Title: Executive Assistant, Policy

Hours: 9:00 to 5:00

Office Status:Onsite

Office Location: Washington, D.C.

Compensation:

$80-95k salary based on experience
Paid overtime
Annual bonus
Excellent benefits including fully company-paid health and dental premiums

RESPONSIBILITIES

Principal Support:

Maintain calendars of meetings and engagements, prepare Principals’ daily schedules, provide event folders and support in advance of meetings to help prepare Principals
Plan and facilitate Principals’ meetings including prepare conference rooms, room layout, A/V, handouts, catering orders, (as necessary), break down and clean up conference rooms after meetings
Handle incoming telephone calls as necessary and update Principals’ electronic contacts, as needed
Open and sort Principals’ mail
Prepare appropriate response letters and drafts for Principals’ signature and approval
Handle travel arrangements for Principals and provide itineraries and schedules for trips
Process Principals’ expense reports, department contracts and invoices
Respond to requests for ad hoc projects as needed

Committee Meetings & Quarterly Meeting:

Manage all meeting logistics for Principal’s in-person Quarterly Meeting Committee meetings - logistics include speakers, prep materials, attendance meeting materials, room set up and coordination with the Events team, Office of the Chief of Staff and IT as appropriate
Quarterly Meeting duties as assigned such as staffing the registration table, prep for and staffing of CEO small group dinners, prep for Hill and Administration meetings, covering reception desk, etc.

Department Support:

Monitor ongoing activities to proactively assist Principal(s)
Support meetings (in-person and virtual)
Notice all meetings and maintain accurate attendance for each meeting
Prepare all materials as necessary for each meeting
For in-person meetings prepare conference rooms, room layout, A/V, handouts, catering orders, as necessary
Maintain relevant committee databases through Customer Relationship Management system)
Document Control
For all documents to be sent out - transcribe, format, input, edit, retrieve, copy and transmit text, data and graphics
Track necessary approvals through the organization
Ensure document organization (SharePoint)
Upload/ maintain relevant member company correspondence, events, and documents to Member Company Portal
Process invoices and monitor budget reports for accuracy
Maintain accurate and extensive budget reports
Oversee contract(s) process for department, Committee or Working Groups
Work on special projects as needed such as research paper and surveys
Utilize various resources (internet searches, software programs, subscriptions)
Handle confidential information for entry and clearance purposes
Provide back-up assistance to the EA team
Other tasks as assigned

QUALIFICATIONS

Minimum of three years of related experience
Experience with heavy scheduling and travel coordination
Capitol Hill experience preferred
Strong computer skills
Experience working with CRM databases is a plus

BENEFITS SNAPSHOT

Health and Dental Premiums: 100% company-paid
Matching 401k and a Pension Plan
Life Insurance, Long and Short-Term Disability, ADD, FSA
Transportation Subsidy
Health and Wellness Resources

Equal Opportunity Employer. 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 or benefits. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

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