Administrative Assistant, Government Relations
Job ID: 2010-2157 Location: US-DC-Washington
Department: Government Relations Posted Date: 8/4/2010
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More information about this job:
The Pew Charitable Trusts is driven by the power of knowledge to solve today’s most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and stimulate civic life.
We are an independent nonprofit organization--the sole beneficiary of seven individual charitable funds established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. It is a dynamic organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
Government Relations is a high energy, high volume department that serves the needs of the entire institution. The office manages and coordinates all public advocacy efforts on behalf of Pew programs and works at the state, federal and international level. On average, the department is engaged on more than 40 campaigns at any given time. The work is diverse and challenging.
Government Relations is one of the newer units established unit within the Trusts. This work has become even more important as the Trusts reorganized from a private foundation to a public charity, thereby achieving greater operational flexibility and latitude. The priorities of the unit are to: 1) provide relevant, timely and insightful advice on legislation of direct relevance to Pew staff; 2) develop close working relationships with key congressional offices and the government affairs staff of major sector trade groups and peers of Pew; 3) develop the Trusts’ annual advocacy strategy and provide counsel to staff in order to facilitate the effectiveness of their initiatives; and 4) manage and track Pew’s advocacy activities. The department is also involved in the design and development of new policies and procedures affecting the Trusts’ government affairs operations.
The administrative assistant will be tasked with providing primary administrative support for members of the Government Relations staff while ensuring the smooth functioning of the team, which will include maintaining processes, systems and information tailored to the unique needs of this unit and facilitating communications between and among staff members. In addition to specific requirements listed below, the candidate should possess a high work standard, the discretion to handle confidential information, the ability to quickly learn software specific to the unit and be adept at setting priorities and anticipating needs. This administrative assistant will report to the deputy director and will be expected to become knowledgeable in all facets of the unit.
Advance the Government Relations team’s ability to support the needs of Pew’s staff by providing high quality customer service, ensuring communication is responsive and thorough and developing and maintaining excellent files and records for staff use with internal and external clients.
Ensure the Government Relations team runs seamlessly by providing effective and efficient administrative support.
Handle administrative functions for the staff including: answering phones, scheduling meetings and appointments, making travel arrangements, creating correspondence for staff review, proofreading documents, coordinating internal and outgoing mail, creating and maintaining files, copying and faxing.
Assist staff with special projects and program-related research including tracking of federal legislation and executive branch actions through review of Congressional testimony, hearings, floor debates, and bills. This work may also include Internet research, reviewing newspapers and online services for items of interest as well as working with Research Services staff to perform library searches. Track where Pew staff and grantees are working with Congress and the administration in various legislative and regulatory initiatives.
Screen telephone calls thoroughly and with diplomacy. Provide preliminary information to internal and external callers as appropriate and direct inquiries and requests as needed.
Draft routine Government Relations correspondence for internal and external distribution.
Maintain comprehensive understanding of the workflow of the Government Relations unit.
Assist in meeting management including sending invitations, preparing for events, and other associated tasks. Assist staff in coordinating materials for meetings, reports, projects and mailings.
Assist with requests for vendor services and invoicing. Process expense reimbursements.
Assist unit staff with developing project tracking systems (including monitoring and maintaining project timelines), special projects and related research.
Monitor the status of legislation related to Pew’s policy objectives
Participate in Pew-related activities and meetings and perform other tasks as assigned.
At least one to three years of administrative experience in a fast paced, dynamic environment. Previous Capitol Hill experience and/or knowledge of Congressional process is preferred.
Undergraduate degree is preferred.
Strong organizational skills, including the ability to prioritize, work calmly under tight deadlines, juggle multiple tasks, organize time effectively, conduct research and identify resources for projects. Self-disciplined to meet deadlines and has a strong work ethic.
Demonstrated experience coordinating meetings and complex travel arrangements.
Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
High attention to detail without losing sight of the bigger picture, conscientious approach to work and the ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality.
Flexibility to work as part of a team as well as independently to meet goals in a fast-paced, deadline-driven environment. Self directed to take action and resolve issues.
Highly responsive to requests and has a commitment to providing high quality service. Maintains a customer service demeanor at all times.
Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
Knowledge of and demonstrated proficiency in the use of office and word processing software and electronic calendars (Windows, Microsoft Word, Excel, PowerPoint and Outlook) is preferred. Ability to quickly learn software specific to the department. Ability to conduct research on the Internet.
We offer a competitive salary and excellent benefits package, including three weeks of vacation, a generous 401(k) plan, and flexible benefit options.
The Pew Charitable Trusts is an equal opportunity employer.