Tennessee Society of Association Executives
Administrative Assistant
Tennessee Society of Association Executives, Olympia, Washington, United States
Essential job functions
Administrative
Provide administrative support to the department, including drafting, proof‑reading, and editing emails, letters, and documents, ordering supplies, and work 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 report; and communicate status updates as needed
Maintain and update the list of AF&PA member facilities
Record membership developments in Impexium
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
Government Affairs (Federal and State)
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 FiscalNote
Meeting Coordination
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. Responsibilities include:
Coordinating/preparing agendas
Preparing meeting books
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
Draft text and create graphics for presentations
Prepare 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
Location We are located on 13th Street, NW between F and G (directly above Metro Station). Our office is hybrid, which includes up to two days of remote work.
Working at AF&PA The American Forest & Paper Association (AF&PA) values diverse backgrounds and capabilities and invites all talented individuals to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance.
Equal Employment Opportunity AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law.
Your Rights Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website ( https://www.dol.gov ) as well as through these available notices: Know Your Rights ; Fair Labor Standards Act (FLSA) ; Family and Medical Leave Act (FMLA) ; and Employee Polygraph Protection Act (EPPA).
If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet all the criteria listed below.
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.)
Proficient computer knowledge/skills (Microsoft Word, Excel, Power Point, Internet, 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 state legislative process preferred
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Provide administrative support to the department, including drafting, proof‑reading, and editing emails, letters, and documents, ordering supplies, and work 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 report; and communicate status updates as needed
Maintain and update the list of AF&PA member facilities
Record membership developments in Impexium
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
Government Affairs (Federal and State)
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 FiscalNote
Meeting Coordination
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. Responsibilities include:
Coordinating/preparing agendas
Preparing meeting books
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
Draft text and create graphics for presentations
Prepare 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
Location We are located on 13th Street, NW between F and G (directly above Metro Station). Our office is hybrid, which includes up to two days of remote work.
Working at AF&PA The American Forest & Paper Association (AF&PA) values diverse backgrounds and capabilities and invites all talented individuals to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance.
Equal Employment Opportunity AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law.
Your Rights Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website ( https://www.dol.gov ) as well as through these available notices: Know Your Rights ; Fair Labor Standards Act (FLSA) ; Family and Medical Leave Act (FMLA) ; and Employee Polygraph Protection Act (EPPA).
If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet all the criteria listed below.
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.)
Proficient computer knowledge/skills (Microsoft Word, Excel, Power Point, Internet, 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 state legislative process preferred
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