Administrative Assistant to the Southeast Regional Director

The Administrative Assistant will provide comprehensive administrative support to the Southeast Regional Director, demonstrating exceptional organizational and project management skills, discretion, and professionalism. This role involves managing calendars, scheduling meetings, preparing materials, working with communications staff to prepare prep materials for interviews and press, and managing logistics.

Essential Duties and Responsibilities

Calendar and Scheduling Management:

• Manage the Southeast Regional Director’s calendar, scheduling and confirming appointments
• Coordinate and organize meetings, ensuring timely and efficient scheduling
• Strategic Engagement:
• Prepare, debrief, and staff the Regional Director for meetings on an ongoing basis.
• Ensure all necessary materials and briefing documents are prepared and delivered.

Project Design and Support:

• Assist with planning and execution of special projects as conceived by the Regional Director.
• Support project management efforts, including tracking progress and ensuring deadlines are met.

Work Planning:

• Help balance incoming and ongoing responsibilities, as well as advancing new initiatives in expansion states.
• Provide support in managing priorities and workflows.

Logistics Management:

• Oversee logistics related to the Southeast Regional Director’s activities, including travel arrangements and event planning.
• Demonstrate sound judgment and prioritization in all logistical tasks.
• Travel along with the Southeast Regional Manager, when needed.

Compliance and Administrative Support:

• Handle clerical duties related to compliance and other administrative tasks.
• Responsible for taking meeting minutes and notes and following up with participants to provide next steps and meeting notes.
• Assist with miscellaneous administrative duties as required.
• Work with the SE team to create system and execution of file and data management and storage

Project Management Tools:

• Use project management tools to organize and track deliverables across the team, ensuring timely completion and effective collaboration.

Professionalism and Discretion:

• Maintain high levels of discretion and professionalism in all aspects of the role.
• Manage correspondence, triage incoming emails, and respond to messages appropriately.

Meeting and Event Preparation:

• Prepare briefing materials for events, conferences, and meetings.
• Coordinate logistics for joint meetings involving multiple staff members

Skills & Qualifications:

• Proven experience in an administrative or assistant role, preferably in a political or nonprofit setting
• Strong organizational and project management skills
• Excellent written and verbal communication abilities
• Ability to handle sensitive information with discretion and professionalism
• Strong problem-solving skills and the ability to work independently
• Flexibility and adaptability to handle a dynamic work environment
• Strong competency with Google Suite, particularly Google Sheets
• Competency with general office technology and equipment such as computers, phones, photocopiers, scanners, and e-filing systems
• Ability to occasionally move boxes and printed materials weighing up to 20 pounds
• Experience on electoral or issue campaigns preferred, but not required
• Familiarity with campaign technology such as Mobilize, EveryAction, NGPVAN, Action Network, ActBlue preferred
• Ability to work and communicate effectively with a variety of staff, vendors, allies, and WFP members
• Demonstrated experience working without direct day to day supervision and working independently to meet inflexible deadlines set by state and federal law
• Extreme organization skills and detail orientation
• Deeply ingrained habit of always double checking work
• Patience and empathy when coordinating with colleagues on high stress political campaigns
• Some tolerance for change and uncertainty during election and legislative seasons
• Strong project management skills preferred
• Demonstrated commitment to the communities Working Families represents