Administrative Assistant

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Officially titled, “Coordinator, Government Affairs” this position is responsible for providing administrative, communications and meetings support to the VP, Government Affairs, members of the department, and committees as assigned.

The below description provides more detail on American Forest & Paper Association (AF&PA), this important role and how you will impact the industry.

• Provide administrative support to the department, including drafting, proof‑reading, and editing emails, letters, and documents, ordering supplies, and working in coordination with the mailroom to handle mail, copying, and scanning for the department.
• Assist the VP, Government Affairs with calendar management, meeting preparation and expense reports.
• Help coordinate annual departmental budget planning; process department invoices and review monthly budget reports; and communicate status updates as needed.
• Maintain and update the list of AF&PA member facilities.
• Maintain committee distribution lists; distribute letters, meeting notices and other memos.
• Maintain department‑wide filing system in SharePoint in conformance with the Association’s record‑retention policy.
• Manage the approval process for outgoing documents that require staff or legal review.
• Answer and accurately direct incoming calls from AF&PA members, Members of Congress and Congressional staff, and other outside parties.
• Facilitate the signing of contracts with consultants.
• Conduct research and participate in other special projects as requested by supervisor.

• Maintain updated advocacy documents and coordinate the drafting of briefing papers and other relevant materials used by lobbyists for Capitol Hill and state meetings, hearings, PAC events, grassroots outreach, and legislator visits to company facilities.
• Prepare and send approved letters to Members of Congress and state policymakers regarding important issues and votes.
• Track interactions with Members of Congress and state policymakers including meetings, facility visits, PAC events, etc. using BGov.
• Work with state affairs regional managers to track and analyze legislation using Fiscal Note.

• Coordinate internal and external meetings such as department meetings, the Government Affairs Coordinating Committee, State Contacts Group, Transportation Committee, Tax Policy Committee, the Forest Industry Associations Council, and other internal teams and member working groups as assigned, including:
• • Assisting with meeting material preparation and distribution.
  • Preparing and sending approved meeting invites and memos.
  • Preparing meeting participant information and equipment for conference calls (in Teams or Zoom).
  • Setting up materials and equipment in conference rooms.
  • Drafting text and creating graphics for presentations.
  • Preparing meeting notes and follow‑up action items.
• Serve as a back‑up for meeting preparation and administrative functions for other departments and groups as needed.
• Provide logistics support for large AF&PA meetings, including federal advocacy days, state‑based advocacy days, and other events.

• Bachelor’s degree in a relevant area of study, or equivalent experience.
• Minimum of one year of relevant office experience.
• Experience working in a trade association, Capitol Hill, or state legislature preferred.
• Excellent business communication skills in writing and editing.
• Strong attention to detail and administrative skills (typing, file organization, copying, etc.).
• Organizational and project‑management skills to effectively balance competing priorities in a fast‑paced environment.
• Proficient in mathematical skills for day‑to‑day business calculations.
• Ability to produce high‑quality work within tight deadlines and limited supervision.
• Ability to maintain confidentiality, and exercise discretion in sensitive AF&PA matters and on policy and market issues.
• Excellent interpersonal skills; ability to maintain positive rapport with co‑workers.
• Ability to occasionally work outside of normal business hours.
• Knowledge of federal and…