Executive Assistant & Office Administrator

The Executive Assistant & Office Administrator is responsible for providing overall administrative support to the principals and professionals of the Bose Public Affairs Group LLC’s (“BPAG”) Washington, D.C. office.

Responsibilities

• Maintain a positive attitude, greeting all clients and office visitors with a friendly face.
• Work with building management to facilitate visitor access to the office suite.
• Administrate daily operations of the office including checking mail, making coffee, ordering supplies/snacks, and ensuring the office is clean and presentable for the entire firm.
• Liaising with the building management and other office contacts to reserve space, coordinate emergency protocols, respond to issues related to the office, and schedule monthly pickup/maintenance orders.
• Serve as an essential part of the scheduling team, coordinating conference room and visiting office use as well as manage the office wide calendar.
• Organizing and maintaining client contacts and other documents, including tracking business development activities, maintaining the Political Action Committee tracker, the shared calendar and fly-in schedule; assisting with lobbying disclosure reports and firm-wide events.
• Support the principals and senior professionals with administrative and executive tasks, including calendar appointments, event RSVPs, catering orders, fly-in preparation, travel, and event coordination, time keeping, pre-bill review, and delivery to invoices to clients.
• Work closely with the accounting department to ensure clients receive accurate and timely invoices; managing all checks coming in and out of the office; ensure subcontractors are being expensed properly.
• Manage client expenses and complete daily expense reports for the principals and senior professionals.
• Assist in the preparation of new client contracts and business development proposals with the marketing department; complete or update new client matter forms when necessary.
• Assist principals and senior professionals with request for payment of dues, memberships, and event sponsorships.

Qualifications/Requirements

• Bachelor’s degree preferred
• 5 years of relevant or transferable experience in an office environment preferred
• Advanced computer skills: Microsoft Office 365 including Excel, Outlook, and Word
• Knowledge of document management (IManage) program
• Knowledge of Kofax Power PDF Advanced and Adobe Acrobat
• Desire to be a part of a dynamic, growing team with a culture of excellent client service
• Excellent organizational, analytical, planning and prioritization skills
• Positive team player, independent self-starter, takes direction, welcomes challenges
• Always represent BPAG and our clients in a professional manner
• Professional attitude and commitment to team atmosphere
• Outstanding interpersonal skills to work effectively within a team environment
• Generate high-quality work, with exceptional attention to detail and proof-reading skills
• Ability to adapt to new assignments, meet deadlines and maintain poise in a fast-paced, highly demanding environment
• Regularly report to work and adhere to designated work schedule
• Professional appearance and demeanor

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This is not a remote position.