Executive Assistant – State Government Affairs

Position Overview

We are seeking a highly organized, detail-oriented, and experienced Administrative Assistant to provide administrative and operational support to Managing and Senior Directors within the State Government Affairs (SGA) department.

This position is responsible for coordinating in-person events, maintaining budgets and financial records, processing charitable and political contributions, managing confidential documentation, and providing executive-level administrative support.

The ideal candidate will have at least 5 years of experience in a large corporate or government environment, strong organizational and communication skills, and experience supporting senior leadership while managing multiple priorities and deadlines.

Work Schedule

• Work Arrangement: Hybrid

• Onsite Requirement: Minimum 3 days per week

• Work Environment: Large corporate or government setting

Key Responsibilities

Executive & Administrative Support

• Provide administrative support to State Government Affairs Managing and Senior Directors.

• Coordinate executive calendars, meetings, appointments, and scheduling requirements.

• Arrange business travel and assist with travel-related logistics.

• Prepare, organize, and maintain administrative documents and correspondence.

• Manage electronic records and ensure confidential materials are handled according to company policies.

• Communicate professionally with internal and external stakeholders.

• Perform additional administrative duties and special projects as assigned.

Event Planning & Coordination

• Lead the planning, staging, and execution of in-person events at company facilities.

• Coordinate event logistics, scheduling, and administrative requirements.

• Communicate with internal teams and external stakeholders to support successful event execution.

• Ensure event-related activities are organized and completed according to established timelines.

Budget Management & Financial Reconciliation

• Maintain accurate and up-to-date internal working budgets for assigned regions or districts.

• Track and record state expenditure activities.

• Reconcile working budgets against internal financial systems.

• Monitor budget information to ensure accuracy and completeness.

• Maintain organized financial records and supporting documentation.

Charitable & Third-Party Contributions

• Process third-party and charitable contribution requests according to established procedures.

• Initiate contribution requests and coordinate required documentation.

• Collect supporting documentation from external organizations.

• Prepare and generate transmittal letters for charitable and third-party contributions.

• Maintain accurate contribution records and ensure required documentation is complete.

Political Contributions & Compliance

• Process political contributions in accordance with applicable compliance requirements and internal procedures.

• Verify the accuracy and completeness of required contribution documentation.

• Ensure political contributions are processed accurately and within established deadlines.

• Maintain organized records and supporting documentation for compliance purposes.

• Follow internal policies and procedures when handling contribution-related information.

Expense Reporting & Corporate Card Reconciliation

• Prepare and submit expense reports for supported leadership.

• Review expense submissions for compliance with company policies.

• Reconcile monthly corporate credit card statements.

• Identify and resolve discrepancies in expense reports and financial records.

• Maintain accurate documentation of expenses and reconciliations.

Required Qualifications

Education & Experience

• Associate's degree or equivalent professional experience.

• Minimum of 5 years of professional experience in a large corporate or government setting.

• Willingness and ability to work onsite at least 3 days per week.

Technical Skills

• Strong proficiency with Microsoft Office applications.

• Ability to maintain electronic records, spreadsheets, and administrative documentation.

• Ability and willingness to learn internal company systems and processes.

Professional Skills & Competencies

• Excellent organizational and prioritization skills.

• Strong multitasking abilities with the capacity to manage competing deadlines.

• Excellent written and verbal communication skills.

• Strong attention to detail and accuracy.

• Ability to exercise sound judgment when interacting with internal and external stakeholders.

• Professionalism and discretion when handling confidential information.

• Ability to work independently and collaboratively.

• Adaptability to changing priorities and business requirements.

• Strong time management and problem-solving skills.