Administrative Assistant

Officially titled, “Coordinator, Government Affairs” this position is responsible for providing administrative, communications and meetings support to the VP, Government Affairs, members of the department, and committees as assigned.

The below description provides more detail on American Forest & Paper Association (AF&PA), this important role and how you will impact the industry.

Essential job functions:

Administrative

• Provide administrative support to the department, including drafting, proof-reading, and editing emails, letters, and documents, ordering supplies, and work in coordination with the mailroom to handle mail, copying and scanning for the department
• Assist the VP, Government Affairs with calendar management, meeting preparation and expense reports
• Help coordinate annual departmental budget planning; process department invoices and review monthly budget report; and communicate status updates as needed
• Maintain and update the list of AF&PA member facilities
• Record membership developments in Impexium
• Maintain committee distribution lists; distribute letters, meeting notices and other memos
• Maintain department-wide filing system in SharePoint in conformance with the Association’s record retention policy
• Manage the approval process for outgoing documents that require staff or legal review
• Answer and accurately direct incoming calls from AF&PA members, Members of Congress and Congressional staff, and other outside parties
• Facilitate the signing of contracts with consultants
• Conduct research and participate in other special projects as requested by supervisor

Government Affairs (Federal and State)

• Maintain updated advocacy documents and coordinate the drafting of briefing papers and other relevant materials used by lobbyists for Capitol Hill and state meetings, hearings, PAC events, grassroots outreach, and legislator visits to company facilities
• Prepare and send approved letters to Members of Congress and state policymakers regarding important issues and votes
• Track interactions with Members of Congress and state policymakers including meetings, facility visits, PAC events, etc. using BGov
• Work with state affairs regional managers to track and analyze legislation using FiscalNote

Meeting Coordination

• Coordinate internal and external meetings such as department meetings, the Government Affairs Coordinating Committee, State Contacts Group, Transportation Committee, Tax Policy Committee, the Forest Industry Associations Council, and other internal teams and member working groups as assigned. Responsibilities include:
• Coordinating/preparing agendas
• Preparing meeting books
• Assisting with meeting material preparation and distribution
• Preparing and sending approved meeting invites and memos
• Preparing meeting participant information and equipment for conference calls (in Teams or Zoom)
• Setting up materials and equipment in conference rooms
• Draft text and create graphics for presentations
• Prepare meeting notes and follow-up action items
• Serve as a back-up for meeting preparation and administrative functions for other departments and groups as needed
• Provide logistics support for large AF&PA meetings, including federal advocacy days, state-based advocacy days, and other events

Location:

We are located on 13th Street, NW between F and G, (directly above Metro Station). Our office is hybrid, which includes up to two days of remote work.

Working at AF&PA:

The American Forest & Paper Association (AF&PA) values diverse backgrounds and capabilities and invites all talented individuals to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance.

Equal Employment Opportunity

AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law.

Your Rights

Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website (https://www.dol.gov) as well as through these available notices: Know Your Rights; Fair Labor Standards Act (FLSA); Family and Medical Leave Act (FMLA); and Employee Polygraph Protection Act (EPPA). 

If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet all the criteria listed below.

• Bachelor’s degree in a relevant area of study, or equivalent experience
• Minimum of one year of relevant office experience
• Experience working in a trade association, Capitol Hill, or state legislature preferred
• Excellent business communication skills in writing and editing
• Strong attention to detail and administrative skills (typing, file organization, copying, etc.)
• Proficient computer knowledge/skills (Microsoft Word, Excel, Power Point, Internet, etc.).
• Organizational and project management skills to effectively balance competing priorities in a fast-paced environment
• Proficient in mathematical skills for day-to-day business calculations
• Ability to produce high quality work within tight deadlines and limited supervision
• Ability to maintain confidentiality, and exercise discretion in sensitive AF&PA matters and on policy and market issues
• Excellent interpersonal skills; ability to maintain positive rapport with co-workers
• Ability to occasionally work outside of normal business hours
• Knowledge of federal and state legislative process preferred