Administrative Executive Assistant

Job Description

Job Description

About the Opportunity

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Coordinator to support a busy Government Affairs team. This individual will work closely with the Director of Government Affairs, lobbyists, and policy professionals to ensure daily operations run smoothly and leadership stays ahead of important meetings, deadlines, and priorities.

This is an excellent opportunity for an experienced administrative professional or Executive Assistant who enjoys working in a fast-paced environment, managing competing priorities, and serving as a trusted point of support for senior leadership.

The ideal candidate is a strong communicator who takes initiative, anticipates needs, and can independently manage scheduling, coordination, and administrative responsibilities. Previous experience in government or legislative affairs is a plus but not required.

Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the Director of Government Affairs and department leadership.
• Manage complex calendars, schedule meetings, coordinate appointments, and proactively address scheduling conflicts.
• Prepare and format executive correspondence, reports, presentations, agendas, and briefing materials.
• Coordinate internal and external meetings with legislators, government officials, clients, and other key stakeholders.
• Assist with travel arrangements, meeting logistics, and follow-up communications.
• Handle confidential and sensitive information with professionalism and discretion.

Calendar & Project Coordination

• Monitor legislative calendars, committee schedules, and municipal meeting agendas.
• Track important hearings, filing deadlines, meetings, and department priorities.
• Maintain organized calendars, databases, and tracking systems.
• Proactively communicate schedule changes, upcoming deadlines, and important updates to leadership.
• Prepare weekly schedules and summaries outlining upcoming meetings and action items.
• Follow up on outstanding tasks and ensure important deadlines are met.

Communication & Office Operations

• Serve as a professional point of contact for internal team members and external stakeholders.
• Draft meeting notices, memos, correspondence, and routine reports.
• Prepare meeting packets and background materials for leadership.
• Attend select meetings or hearings, take notes, and distribute summaries.
• Maintain organized electronic records, correspondence, and departmental documentation.
• Provide general administrative and operational support for special projects as needed.

Qualifications

• 2+ years of experience in executive assistance, administrative support, office coordination, or a similar role.
• Experience supporting senior leadership, directors, or executives preferred.
• Strong calendar management, scheduling, and organizational skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, competing deadlines, and changing schedules.
• Proficiency in Microsoft Office, Outlook, Excel, and shared calendar platforms.
• Strong attention to detail and ability to anticipate needs without constant direction.
• Professional demeanor with the ability to communicate effectively with senior-level contacts.
• Ability to handle confidential information with discretion.
• Bachelor's degree preferred; associate degree with relevant experience or equivalent professional experience considered.

Preferred Qualifications

• Experience in a law firm, government office, corporate environment, nonprofit, or professional services organization.
• Previous experience supporting a Director, VP, President, or other senior executive.
• Exposure to government affairs, public policy, or legislative operations.
• Familiarity with CRM systems, database management, and specialized tracking software.
• Experience preparing executive-level reports, meeting summaries, and briefing materials.

Why You'll Want to Work Here

• Work directly with senior leadership and gain valuable executive-level exposure.
• Play an important role in supporting a collaborative Government Affairs team.
• Develop experience in government relations, public policy, and legislative operations.
• Take ownership of important administrative functions and departmental coordination.
• Join a professional environment where initiative, organization, and communication are valued.

We are a growing, well-established organization committed to building a talented team and creating an environment where employees can thrive. We pride ourselves on our collaborative culture, supportive leadership, and commitment to employee development. Our team values hard work, a positive attitude, and a willingness to learn. We offer an exciting opportunity to gain valuable experience, develop new skills, and grow professionally with a company that values its people.

Company Description

We are a growing, well-established organization committed to building a talented team and creating an environment where employees can thrive. We pride ourselves on our collaborative culture, supportive leadership, and commitment to employee development. Our team values hard work, a positive attitude, and a willingness to learn. We offer an exciting opportunity to gain valuable experience, develop new skills, and grow professionally with a company that values its people.