Van Ness Feldman is seeking a Public Policy Executive Assistant in our Washington, DC office. The Public Policy Executive Assistant performs various administrative functions for VNF professionals, clients, and affiliate organizations. Requires high-level clerical, grammar/spelling skills, proficient software skills, ability to interact with clients, policy professionals and other members of the firm, and ability to preserve confidentiality of client and firm matters. Participates actively as a team member among administrative personnel and all other firm employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative support to policy professionals, clients, trade associations and other individuals associated with the firm; must be able to work cooperatively and as a team player in an environment with limited supervision. Requires the ability to organize and prioritize numerous tasks, appropriately balance workload, manage competing deadlines, and resolve project conflicts. Understands individual responsibility to meet deadlines, including filing deadlines.
• Handles client inquiries on behalf of public policy professionals, schedules meetings, arranges conference calls/video conferences, makes travel arrangements, follows up on behalf of professionals and takes charge of administrative details without seeking unnecessary direction.
• Requires the ability to read and write at least at a college level and a familiarity with some policy terminology pertinent to the area of assignment in order to proofread and perform minor editing (e.g., punctuation, grammar, spelling) of routine correspondence and/or documents. With large, complex documents, proofreading in a team may be required.
• Prepares documents, correspondence, memoranda, and charts/tables as needed. Must be proficient in firm software applications to produce error-free documents and correspondence with minimum supervision and revisions. Must be able to exercise appropriate judgment with respect to balancing work assignments and meeting deadlines.
• Proofreads all work to ensure accuracy. Requires the ability to read and write proficiently. Must be familiar with legal terminology necessary to proofread and edit documents/correspondence.
• Observes all procedures for maintaining client confidences.
• Maintains files, as necessary. Conducts periodic review of files to determine purging based on firm’s Records Retention policy.
• Makes travel arrangements, reserves accommodations for out-of-town travel, and maintains supervisors’ calendar and travel itineraries as required by supervisors. Reconciles travel expenses per firm policy.
• Enters and proofs time entries as necessary; ensures appropriate client and matter numbers are assigned to each time entry.
• Prepares expense reports/firm credit card reconciliation ensuring client and matter numbers are included, as necessary. Maintains record of expenditures as required.
• Shows interest in mastery of skills, seeks new skills and continuous improvement.
• Photocopies information and/or documents and disseminates as needed/requested. Reviews all material for accuracy in duplication process before distribution.
• Coordinates arrangements for meetings and conferences as needed by supervisors. May include scheduling in-house conference rooms and/or off-site locations, arranging for food and/or equipment delivery and set-up, and preparing materials for meetings.
• Responsibilities include interfacing with clients to greet, coordinate and attend to clients directly. This includes working with Facilities to ensure meeting spaces are adequately set-up before and cleaned after meetings.
• Communicates effectively in person/via phone with a diverse group of clients, attorneys, public policy professionals, and other firm employees and to provide information courteously and professionally maintaining the firm’s high professional standards; must be able to perform duties that require good judgment and initiative with limited supervision. Must also be able to complete tasks under pressure.
• Provides assistance to professionals by researching, analyzing and synthesizing a variety of topics under the guidance of supervisor.
• Completes special projects: compiles, collates and organizes information, as requested, to complete projects which may be assigned.
• Handles mail (internal/external and hand deliveries): opens, reads, and routes mail as appropriate.
Proficiently operates all office equipment relevant to meeting job expectations.

DESIRED QUALIFICATIONS AND SKILLS

Completion of bachelor’s degree or equivalency and at least one year of office/administrative experience.


Van Ness Feldman enthusiastically extends an equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military status, physical disability, or any similarly protected status. The firm has a policy of positive action to ensure the fulfillment of our commitment to a diverse and equitable workplace.

Benefits include health, dental, 401(k), and profit-sharing plan.

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