Executive Assistant

Location: Headquarters
Department: Legislative and Political Affairs
Req #: 339
# of openings: 1

Description

 

SUMMARY :

The incumbent will provide essential administrative and operational support to the Senior Vice President of Legislative & Political Affairs.  Assignments may be confidential and will generally require experience dealing with senior executives, a comprehensive knowledge of the Association’s policies and procedures, superior attention to detail, and excellent written and verbal communications skills.  The incumbent will be expected to be proactive and execute administrative tasks accurately and with minimal need for supervision.

 

In addition, the incumbent will provide and/or manage day-to-day operational support for the Legislative and Political Affairs Group, which includes but is not limited to: expense reporting, office management, drafting of correspondence and, as directed by Senior Vice President, will provide regular assistance and support to the PAC, the grassroots program and legislative lobbying.  All responsibilities require discretion, judgment, tact and poise.

 

PRIMARY RESPONSIBILITIES:

  • Coordinates the Senior Vice President’s schedule to optimize his time, help assure that deadlines are met, and facilitates the exchange of information in relation to scheduling.  Determines the nature of the appointments and develops and/or gathers necessary background material wherever possible.  Monitors and maintains calendar in Outlook to assure that appointments are current and posts entries as appropriate.
     
  • Monitors MBA’s intranet and other related messaging to assure the Group’s compliance with announcements and all deadlines, particularly in relation to the budget and lobbying disclosure reporting.
     
  • Handles all incoming calls for the Senior Vice President and as directed, responds to routine requests for information on non-technical topics from MBA members, the public and MBA staff.  Takes thorough messages and follows up on action times with Senior Vice President. 

 

  • Prepares detailed itineraries and makes all travel arrangements for the Senior Vice President and other Group staff as needed.  This includes airline reservations, hotel accommodations, travel advances, expense reports, etc.  Coordinates and assembles all necessary briefing materials needed for trips.

 

  • Maintains the quality and accuracy of the Group’s contact records and lists for committees, councils, subcommittees, task forces, and working groups.

 

  • Prepares a variety of materials from draft, including correspondence, memoranda, emails, agendas, schedules, reports, and meeting materials.  Formats outgoing work product for general presentation consistent with MBA style standards and the purpose of the document.  Proofreads and edits documents for typos, grammar, punctuation, spelling, and general sentence structure.  Distributes the work product as directed.  Makes sure that work products are treated to protect confidentiality, as appropriate. 
     
  • Coordinates the Group’s office and work flow including reading all incoming mail and interoffice correspondence.  Scans and sorts incoming mail into priority categories; notes items of interest based on current projects.  May retrieve and attach background material before forwarding.  Maintains, orders, and replenishes office supplies. 

 

  • Maintains the Senior Vice President’s electronic and paper filing systems to ensure ready access to materials.  Files and retrieves materials, establishes new folders, as needed, and periodically purges outdated materials under the guidance of the Senior Vice President. 
     
  • Provides general logistical and administrative support for all events and meetings (on-site and off-site) hosted by the Legislative and Political Affairs Group.  Also, works directly with lobbyists (and across MBA Groups) in coordinating and assembling materials for events/meetings.  In particular, prepares briefing books for congressional testimony.

 

  • Performs regular technical and administrative support for MORPAC and the Mortgage Action Alliance, including: process MORPAC contributions and record them into MBA’s database; generate, print and mail MORPAC thank you letters to individual contributors, run MAA and MORPAC reports as needed, help with MAA membership renewals and assist in development and execution of MAA and MORPAC company campaigns.

 

  • Assists with the National Advocacy Conference (NAC) in the recruitment of attendees, schedules meetings with Congressional offices (while acting as the primary “day-of” NAC contact), and helps assemble materials for all NAC issue briefs.

 

 

  • Provides, on a limited basis, administrative support for lobbyists in the Legislative and Political Affairs Group, including assisting with managing calendars, RSVP’ing for events, arranging travel reservations and other duties approved by the Senior Vice President. 

 

SECONDARY RESPONSIBILITIES

This position should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job.  Incumbent is required to perform other functions, as assigned.

 

NOTE:   It is anticipated that the majority of time for this position is not devoted to “lobbying activities” as defined under the Omnibus Reconciliation Act of 1993.

 

SPECIFICATIONS

Must possess a minimum of three years of progressively responsible administrative experience preferably on Capitol Hill.  Undergraduate degree with some experience in political science, financial services, and/or business desired.  However, additional work experience may be substituted for some portion of the academic requirements.  Familiarity with mortgage banking or commercial banking is a plus. 

 

With a high level of professionalism, the incumbent must possess strong communication (written and verbal), interpersonal, organizational and editing skills.  In addition, must have the ability to thrive well under pressure, handle multiple assignments simultaneously, and manage own priorities with limited supervision. (S)he must have the proven ability to handle sensitive and/or confidential information with discretion. 

 

Extensive knowledge of all Microsoft Office applications is required along with possessing advanced general computer skills competency and has the ability to learn new software specific to the Association’s advocacy efforts. 

 

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.




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