Senior Administrative Assistant, Government Affairs

Phillips 66•Washington, DC

3d•$94,100 - $115,060•Onsite

About The Position

Based in our Washington DC office, the Senior Administrative Assistant provides high-level administrative and operational support to the Vice President of Government Affairs. This role works closely with senior leaders, executive support staff, and internal and external stakeholders to ensure seamless coordination across the organization, support strategic priorities, and uphold the highest standards of professionalism, discretion, and confidentiality in a fast-paced environment.

Requirements

Legally authorized to work in the job posting country
High school diploma or GED equivalent
5 or more years of experience supporting senior executives or leadership teams
Proficiency with Microsoft Office applications and virtual meeting platforms such as Teams and Webex
Ability to travel to Houston or other company locations 2-3 times per year, or as needed, to support onsite meetings and events

Nice To Haves

Advanced knowledge of federal lobbying compliance and gift rules
Prior experience supporting Government Affairs teams
Understanding of and adaptability to digital technology and evolving ways of working
Ability to work effectively and collaboratively with individuals at all levels, from peers to senior leadership
Flexibility and willingness to assist with a wide range of administrative tasks, including occasional work outside of normal business hours to support onsite meetings and events
Strong verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders
Strong interpersonal, organizational skills and attention to detail
Ability to prioritize multiple tasks and adapt quickly to change
Ability to proactively solve problems and deliver results
Sound judgment and discretion
Demonstrated ability to handle highly sensitive and confidential information
Advanced Excel and PowerPoint experience is a plus
Bachelor’s Degree

Responsibilities

Provide comprehensive administrative support to the VP of Government Affairs, ensuring effective management of time, priorities, and sensitive matters.
Coordinate executive visits and related engagements with policymakers and other external stakeholders, including support for briefing materials and meeting preparation.
Manage complex schedules and calendars, and coordinate meetings, conferences, team events, and related logistics.
Arrange domestic and international travel and complete monthly expense reconciliation accurately and on time.
Oversee departmental spending and support budget management activities.
Lead efforts to ensure workflow consistency across regional offices by establishing and providing guidance on processes and procedures.
Manage collection of company-wide lobbying and political activity information.
Prepare and file quarterly federal lobbying disclosure reports and semi-annual political contribution reports.
Maintain organized document storage systems and team sites.
Process vendor invoices, political contributions, and charitable donations.
Support the effective use of technology systems, including video conferencing platforms, AI-enabled tools, and workflow systems such as Teams, Aristotle and SAP.
Coordinate office operations, maintenance requests, and IT-related issues.
Perform special projects and additional responsibilities as assigned.