What are the responsibilities and job description for the Executive Assistant position at Pa Senate Democratic Caucus?
Overview:
Pennsylvania State Senator Malone's office is seeking a highly organized, professional, and proactive Executive Assistant to support daily operations in the Capitol office. The ideal candidate will be a strong communicator, detail-oriented, and capable of managing a variety of administrative, scheduling, and constituent service duties. This position requires a high degree of discretion, initiative, and the ability to work in a fast-paced, public-facing environment.
Key Responsibilities:
- Coordinate logistics for Capitol visitors, including school groups, stakeholders, interns, and other guests.
- Reserve rooms and facilities for events and meetings as needed.
- Assist in preparing basic background materials for remarks and events.
- Welcome and assist visitors and constituents in person and by phone; manage general inquiries.
- Maintain office supplies and ensure the Capitol office is fully stocked and organized.
- Receive, sort, and distribute incoming mail; coordinate with District staff for issue-related correspondence.
- Draft and process formal Senate citations and letters.
- Support scheduling and expense management as a back-up to the Executive Assistant/Scheduler.
- Collaborate with staff on written correspondence and communications.
- Serve as the administrative point of contact for specialty working groups and caucuses.
- Conduct constituent casework, utilizing iConstituent for tracking and follow-up.
- Coordinate with District staff and state agencies (e.g., PennDOT, Department of State) to facilitate constituent services.
- Perform other related duties as assigned.
Qualifications:
- Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
- Previous administrative, legislative, or public service experience strongly preferred.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks and priorities with accuracy and efficiency.
- Excellent organizational and interpersonal skills.
- Proficiency in Microsoft Office Suite and case management systems (e.g., iConstituent) preferred.
- Commitment to public service and professionalism in dealing with sensitive issues and diverse stakeholders.
To Apply:
Please submit a resume and cover letter detailing your interest in the position and relevant experience.
We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. We are committed to creating a diverse, inclusive and harassment-free environment for all employees.
Job Type: Full-time
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Evening shift
- Weekends as needed
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $40,000 - $50,000
