Government Affairs Coordinator - Wine and Spirits Wholesalers

Job Title: Government Affairs Coordinator FLSA Status: Non-Exempt Department: Government Affairs Date Written: 2/3/2011 Reports To: Sr. Vice President, Government Affairs Revision No.: n/a Schedule: Normal Business Hours Revision Date: n/a Salary Range: Date Posted: TBD Job Summary This position serves as operational and administrative support for WSWA’s government affairs department. This position involves four principal areas of responsibility: (i) WSWA-PAC administration, (ii) event coordination and execution, (iii) office administration and (iv) scheduling. This position is the hub of a collegial, high energy, fast paced, and collaborative governmental affairs department. The ideal candidate is personable, flexible, highly organized, and efficient with an excellent ability to multitask and prioritize. Job Functions WSWA-PAC Administration • Political action committee (PAC) administration including management of contributor payroll deduction, entering PAC receipts into the VOCUS database, bank account reconciliation, collecting and updating PAC contributor information in VOCUS, monthly bank deposits, and monthly Federal Election Committee compliance (lobbying reports); • Prepare analytics reports for benefit of WSWA membership; • Attend fundraising events on behalf of WSWA, as needed; • Update political contribution and congressional contact information; • Administer and assist in VOCUS e-advocacy campaigns; • Manage PAC mailings. Event Coordination and Product Donation • Coordinate annual legislative conference, which includes organizing congressional appointments for association members, preparing the agenda and meeting and congressional briefing materials; • Coordinate special events and branding initiatives highlighting the hospitality industry; • Coordinate in-kind donations; • Help plan, prepare for and execute fundraisers and meetings; • Conference travel, as needed. Scheduling • Schedule appointments, travel and political activities for:  Senior Vice President, Government Affairs, primarily;  Two Vice Presidents, Government Affairs; and  Director, Government Affairs. • Update and coordinate individual, department and association calendars. Office Administration • Serve as first public point of contact for the government affairs department (via telephone). • Coordinate government affairs communications with the legal department, Government Affairs Committee, and association membership. • Serve as a departmental liaison to the Executive, Finance and Administration, Communications and Public Affairs, Legal, and Meetings and Conventions departments. • Manage Government Affairs intern and temps; • Manage publication and electronic service subscriptions. • Prepare expense reports. • Process incoming invoices. • Prepare weekly department status reports. • Assist other administrative assistants and/or departments, as the need may arise. Qualifications Required • Bachelors degree • Excellent proven administrative and organization skills • Mastery level in Microsoft Office Suite (specifically Word, Excel, and PowerPoint) • Proven ability to multitask, prioritize assignments, and work in a changing, fast-paced, non-hierarchical environment • Be a self-starter able to work without close supervision • Able to consistently meet deadlines. • Strong interpersonal skills, patience and ability to interface with all levels of management. • Team player and possess excellent written and verbal communication skills. Preferred Experience • Government affairs experience • Association or relevant corporate experience • PAC administrative experience • VOCUS database experience • Familiarity with lobbying, Congress and Executive Branch agencies • Familiarity with FEC reporting and lobbying disclosure requirements.