Office Management Specialist

CSL•Washington, DC

8d•Hybrid

About The Position

As the Office Management Specialist, you will serve as decision support lead for SVP, Head of CSLB-V CEA. You will coordinate LT meeting agendas and capture and track action items. Additionally, you will provide similar ad hoc support for other meetings convened by other CSLB-V CEA LT members. You will sit onsite at least 3 days a week in our Washington, DC location. Your responsibilities will include assisting in organizing meetings and events. You will also be the point person with IT to maintain and resolve IT issues. Additionally, you will work with vendors by serving as an interface for building property management and security. Additional responsibilities are as follows.

Requirements

High School Diploma or equivalent
Minimum 10 years administrative support for senior executives
Experience supporting government/corporate affairs functions preferred
Strong written and verbal communications skills
Ability to build trusted relationships and collaborate with colleagues in remote locations and from different parts of the world
Experience managing calendars and travel planning across multiple geographies and time zones
Proficiency across common productivity applications including Word, Excel, Power Point, One Note
Ability to learn and master proprietary systems in areas of procurement and vendor management, budget, and others

Responsibilities

Develop and maintain materials and tools to track and report CEA goals, plans and activities
Compile Department bi-monthly GLG report
Provide proactive calendar management, travel coordination, and expense reporting for the SVP, Head of CSLB‑V CEA, and two other executives: the Head, US PAGA, and the Head, CSLB Communications. Additionally, offer ad hoc and emergency support for other CSLB‑V CEA LT members.
Organize and oversee execution of Department meetings and events, including all hands meetings.
Manage logistics and execution of virtual and face-to-face team meetings and implement digital collaboration tools to allow productivity through virtual collaboration
Budget Management of CSLB-V CEA Department Budget: Work with Finance to build and maintain tracking tool for CSLB-V CEA program spend to enable tracking of spend across the function over the course of the year Manage and track accruals Review monthly with CSLB-V CEA LT budget owners Identify potential for significant variance and raise with team for resolution
End to End Vendor management: (emergency/back-up for ex-US LT members) Prepare materials at direction of US-based Department team members necessary to conduct RFPs, and to initiate and complete vendor relationships Track progress of vendor on-boarding and resolve issues to ensure continuity Resolve questions with invoices, purchase orders, and other items Manage log of vendors, when contracts are expiring, and proactively work with team to ensure continuity
Sponsorship Coordination for US -based activities (ad hoc/backup support ex-US): Coordinate compliance review Complete contracts with guidance from team members Proactively manage process to ensure timely resolution
Content Creation Develop and refine slide decks, news briefs, and other internal and external communications with direction from team members, leveraging outside design support as warranted Develop briefing materials for external meetings with trade association boards, government officials, advocacy groups, etc., based on input from team members Draft / edit / proofread internal and external department communications
Operations Support for Political Action Committee and US Lobbying Compliance: Provide administrative support for internal political action committee compliance, solicitation and other activities Support the content development (e.g. lobbying expenses) for the routine US lobbying compliance
Meeting and events support planning in Washington DC, KOP, and elsewhere as needed