Program Specialist IV/Administrative Assistant

Desert Research Institute•Las Vegas, NV

5d•Onsite

About The Position

The Desert Research Institute (DRI) is seeking a full-time Program Specialist IV in the Las Vegas office to provide executive support for the Director of External Affairs and team. This role involves managing calendars, coordinating travel, handling budgets and financial transactions, composing correspondence, and interacting with elected officials and federal agencies. The position also supports external affairs events and may occasionally serve as the main receptionist. The Program Specialist IV will independently represent DRI at community events and provide support to the DRI President and Chief of Staff as needed.

Requirements

High school diploma or equivalent AND 6 years of executive/administrative support experience in a fast-paced office setting OR an Associate’s degree with 4 years of related experience.
Advanced experience using Microsoft Office Suite, with an emphasis on Excel, Word and PowerPoint.
Demonstrated experience in office protocols, office management principles and procedures, and professional work practices.
Professionalism demonstrated through a high degree of confidentiality and the ability to exercise independent judgment.
Knowledge of fiscal management and analysis, accounting principles, practices and procedures.
Demonstrated proficiency with public speaking before large and small groups.
Ability to interact effectively and maintain cooperative working relationships with all levels of management, faculty, staff, visitors, foundation trustees, outside vendors, and elected officials and dignitaries.
Demonstrated professional written and verbal communication skills.
Ability to adapt to changing priorities.
Ability to handle multiple projects with tight deadlines.
High level of organization, prioritization, time management and attention to detail.

Nice To Haves

Bachelor’s degree from an accredited institution.
Experience planning and implementing external affairs/communications team events.

Responsibilities

Greet visitors, answer phones, take messages, route phone calls, and respond to general inquiries in the DRI executive suite.
Manage the Director of External Affairs' calendar, appointments, and business activities.
Coordinate and prepare travel arrangements.
Manage the External Affairs and Communications budget and maintain inventory.
Manage expense reports, credit card reconciliation, and department financial transactions.
Maintain, order, and restock supplies.
Compose correspondence and documents, and proofread for accuracy and professionalism.
Initiate and receive calls from elected officials and handle them in a timely and appropriate manner.
Help coordinate interactions with federal agencies and delegations and work effectively to coordinate DRI logistics with federal lobbyists.
Gather information and generate a monthly legislative officials report.
Monitor Nevada legislative meetings to ensure DRI interests are followed and researched appropriately.
Track bills in the personalized legislative tracking website.
Track legislative hearings (in-person and virtually) and communicate findings to the Director of External Affairs in a timely manner.
Coordinate related legislative matters with the Director of External Affairs to ensure appropriate follow-up actions are completed.
Provide external affairs event support for DRI’s Southern Nevada campus, including event planning, logistics, and coordinating staffing.
Independently represent DRI at community events in a knowledgeable and professional manner.
Serve as support staff for the DRI President and the Chief of Staff as needed.
Occasionally serve as the facility’s main receptionist during daily lunch breaks and vacation coverage.
Proactively perform other related duties as required or assigned.