Office Administrator & Executive Assistant

POSITION OBJECTIVE: Performs a broad range of duties including event and meeting arrangements, record-keeping, and report production for Division. Handles all logistics and other functions for Board of Directors and PFB Administration. This is an exempt, salaried position.

REPORTS TO: Chief Administrative Officer

DUTIES and RESPONSIBILITIES:

• Handle all logistics relating to Board of Directors meetings, including, but not limited to: meeting rooms, travel, lodging, meals, board information packets, and recording of minutes.
• Provide assistance with correspondence to the Board of Directors.
• Approve invoices for payment of Board of Directors expenses.
• Negotiate and sign event venue contracts on behalf of the Division and Board of Directors.
• Document resolutions during the delegate session at PFB Annual Meeting.
• Make arrangements for federal affairs trips and state legislative conference, annual FARMER dinner, state policy development meeting, legislative update events, and related committee meetings.
• Maintain current data files of legislators, committees, etc.
• Complete and submit campaign reports for the state Bureau of Elections.
• Keep records and provide receipts to contributors for political action committee.
• Order and sort state and national policy books for counties.
• Maintain current corporate files for all entities and add files as new partnerships/contracts are executed.
• Ensure company organizational charts and employee directory is current.
• Organize and compile schedules/calendar of events for Government Affairs and Administrative staff.
• Complete major mailing projects including legislative committee Action Requests, letters and emails to legislators, committees, etc., to include preparing for signature and proofreading correspondence from the Chief Administrative Officer.
• Direct Administrative Assistant & Special Events Coordinator on specified projects.
• Coordinate workload, production and work hours with Administrative Assistant & Special Events Coordinator.
• Assist with daily support activities for Government Affairs (phones, mail, etc.).

EDUCATION/QUALIFICATIONS/SKILLS REQUIRED:

• Administrative Professional (or similar) degree or equivalent work experience in related area
• Proven ability to organize and accurately complete multiple projects simultaneously
• Self-motivated with excellent communication skills

PREFERRED:

• Ability to work well in a team environment
• Experience in office management
• Proficient in Microsoft Office Suite

OTHER REQUIREMENTS:

• Valid PA Driver’s License
• Ability to lift/carry up to 30 lbs.
• Working during non-traditional office hours.

TELECOMMUTE OPTION: 100% Camp Hill office position.

Note:  This job description is intended to describe the major functions and characteristics of this job. It is not intended to describe all functions or responsibilities which may be assigned to the incumbent employee. It is always within the employer’s right to add to, delete from, or further modify this job description at any time. This document is not to be construed as an employment contract of any type. EOE.