Administrative Assistant Government Relations (N0449)

IEEE • Washington, DC

2d • Onsite

About The Position

The Staff Assistant, Government Relations, provides efficient administrative and clerical support to IEEE-USA's government activities programs and committees. The individual supports and regularly works with a seven-person professional staff, and directly reports to the Managing Director / Director of Government Relations. They will work under the regular supervision of the Technology Policy Activities Manager. This staff assistant has the primary responsibility of supporting specific committees and programs: Career and Workforce Policy, Communications Policy, Critical Infrastructure Protection, Government Fellows, Medical Technology Policy, Research & Development Policy. As requested and needed, the individual provides back-up support for other government activities committees and programs. The scope of their responsibilities requires process work from multiple sources, collaborate with other staff, and establish work priorities based on departmental goals and calendars. The individual will work routinely with volunteers, including the Vice President, Government Relations. This individual will interact with IEEE-USA members, the general public, Congressional officials and their staff members, other US government officials, vendors, and others in order to schedule meetings, execute information requests, prepare orders, procure inventory, and other administrative tasks. This individual will process payments and invoices, and prepare and distribute financial reports for multi-Society collaborations such as SET Congressional Visits Day. This individual will work occasionally with confidential information such as individual members' demographic, identity and credit information. Other duties may be assigned.

Requirements

• H.S. diploma
• 2-4 years professional experience that demonstrate excellent administrative and clerical skills, organizational skills, attention to detail, and time management.
• Prior experience working in a fast-paced environment where he/she was responsible for multiple deadlines is needed.
• Technologically savvy knowledge worker who seeks out technology solutions to business challenges.
• Microsoft Office packages (e.g., Word, Excel, PowerPoint).
• Knowledge of e-mail systems (e.g., Lotus Notes).
• Knowledge of Web page content management systems.
• Knowledge of contract and financial administration systems (e.g., Oracle Financials, Contribute).
• Strong skills in business English.
• Ability to communicate with those for whom English is a second language.
• Ability to communicate accurately and concisely while handling routine and non-routine inquiries from committee members and volunteers.
• Good writing and proofreading skills.
• Ability to take accurate notes and meeting minutes for the review of the volunteers.
• Ability to compose and send correspondence such as meeting announcements and reminders, appointment requests, invitations, flyers and brochures, thank-you notes, and requisitions for booking hotel meeting space.
• Strong interpersonal skills.
• Ability to coordinate workflow among team members and execute individual work in a team environment comprised of the seven-person government relations staff.
• Ability to assist committee members and IEEE-USA volunteers with routine and non-routine inquiries regarding the committee’s work.
• Ability to accurately maintain an activity matrix and complete accomplishment reports for the committees he/she supports.
• Ability to coordinate work schedules and milestones with managers and colleagues.
• Ability to establish and maintain a positive working relationship with committee members and volunteers, as well as staff.
• Ability to establish and maintain a positive working relationship with event vendors such as hotels, meeting spaces, and caterers, in order to ensure quality and timely delivery event/meeting needs.
• Ability to independently resolve issues associated with vendors’ failure to deliver products and services, rescheduling of events due to conflicts or cancellations, negotiating for meeting space and meeting needs within competitive rates.
• Ability to effectively apply prior knowledge and experience and draw upon the advice and counsel of government relations staff and volunteers.
• Individuals currently serving on an IEEE board or committee are not eligible to apply.

Nice To Haves

• Prior experience working for a tax exempt organization’s government relations unit or for a lobbying organization will be helpful.
• Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful.

Responsibilities

• Administrative and clerical functions, including but not limited to administration of processes that support accounts payable tasks and government relations, word-processing of documents, proofreading, and contracts administration; maintaining project tracking matrices and producing progress reports.
• General scheduling and logistical support of meetings and events, as well as specific event task execution and monitoring, such as catering.
• Maintaining the content of committee and program Web pages and committee / program rosters.
• Liaising with Congressional offices and scheduling appointments with those offices for key volunteer leaders and government relations staff.
• Responding to requests for information with appropriate information.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED