Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT
Position Summary

Provides administrative and operational support to the APCIA home office and assigned California/West region offices and staff. Under general direction, this role performs varied clerical and typing/word processing duties including office management. Manages all regional scheduling, travel, meetings, office coordination, legislative and political support activities including California Political Action Committee, and basic technology coordination while exercising independent judgment in organizing and prioritizing work.

Principal Responsibilities

Administrative & Calendar Support

• Maintains schedules for onsite and virtual meetings, staff vacation calendars, conference calls, and other commitments for assigned regional staff.
• Coordinates travel arrangements, conference registrations, meeting logistics, agendas, materials, and related reports for professionals in assigned regions.
• Prepares and tracks expense reports in Concur.
• Supports member outreach and communications as needed.
• Provides comprehensive administrative and secretarial support to assigned California and West region staff.

Political & Legislative Support

• Manages legislative support activities for assigned regions, including tracking legislation, processing and distributing bill position letters, and scheduling meetings with legislators as needed.
• Processes and tracks campaign contributions for assigned regions and supports the California PAC Board and other regional political giving activities.
• Coordinates political events and PAC-related activities, including scheduling, day-of logistics, refreshments, and preparation of board materials.
• Maintains contribution records and budgets, including W-9s, tax identification information, and unanimous written consents for California PAC contributions.

Office Operations & Technical Support

• Coordinates phone coverage for office(s), answers, screens and responds to calls, maintains subject matter files and library materials, and prepares and posts bulletins and other documents to the APCIA website.
• Oversee office supplies, tracks incoming invoices, processes payments through the APCIA accounting department, and tracks budgets throughout the year.
• Coordinates agendas and speakers for APCIA meetings as assigned and works with the office technologies department to schedule and oversee PC-related repairs, upgrades, support, and training.
• Maintains the appearance, functionality, and hospitality needs of the physical office environment.

Work Style & Collaboration

• Works closely with assigned staff to keep them informed of upcoming commitments and responsibilities and follows up as needed to support successful execution.
• Exercises sound judgment, prioritize conflicting needs, and handles matters proactively, expeditiously, and independently under deadline pressure.
• Works independently and collaboratively on assigned projects while managing multiple priorities and staff support needs simultaneously.

Additional Responsibilities

• Other duties as assigned

Qualifications

Educational:

• High school diploma or equivalent required
• Associate's or bachelor's degree preferred

Experience:

• 2-5 years of experience as an advanced administrative assistant
• Strong written and verbal communication
• Organization skills
• Follow up
• Detail-oriented

Skills:

• Ability to communicate effectively in writing as well as verbally.
• Strong interpersonal skills.
• Ability to act independently, including strong problem-solving and decision-making skills.
• Strong computer skills, including experience with Windows and Microsoft Office.