Our Standards of Excellence

Every team member is expected to embody these seven standards:

• Act with Integrity – Do the right thing, always.
• Collaborate to Succeed – Leverage diverse perspectives for superior outcomes.
• Adopt a Bias for Action – Move quickly on opportunities with informed decisions.
• Embrace Accountability – Own outcomes and take full responsibility for results.
• Pioneer Innovation and Forward-Thinking – Challenge conventional approaches.
• Pursue Knowledge and Utilize New Insights – Commit to continuous learning and application.
• Champion Nonpartisanship Across All Perspectives – Value diverse viewpoints objectively.

Position Overview

The Administrative Specialist provides essential operational, office, and membership support to ensure the organization's smooth day-to-day functioning. This role serves as a key point of coordination across office administration, facilities, and membership processes, while supporting accurate data management, timely renewals, and positive experiences for members and staff.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a collaborative, service-oriented environment.

This position reports to the Senior Manager, Accounting and Administration, and serves as a vital link between Finance and Administration and other departments, contributing to a culture of service excellence and continuous improvement.

Key Responsibilities

Membership Support 

• Support the annual membership renewal process, including verifying dues categories, creating invoices, generating activity reports, distributing renewal notices, following up with non-respondents and late payers, responding to renewal-related messages from members, and processing payments.
• Generate and distribute member rosters to primary contacts and follow up to encourage timely updates.
• Assist with ad hoc membership projects, including updating rankings and records, maintaining data accuracy, updating website content, and verifying primary contacts.
• Collaborate with Member Success, Strategic Partnership, and Finance departments to support the membership renewal process.

Office Administration

• Monitor general voicemail and email accounts and forward messages to the appropriate departments.
• Coordinate with property management to address facility needs.
• Distribute incoming mail, packages, and publications to staff.
• Manage online subscriptions for the organization.
• Maintain shared office calendars, including staff meetings, luncheons, holidays, etc.
• Coordinate catering for meetings, events, and staff functions.
• Work with building security to confirm door schedules and access for in-house events.
• Arrange courier services and manage special deliveries.
• Manage conference room reservations for members and internal meetings.
• Process payments received via postal mail in accordance with established procedures.

Office Maintenance

• Maintain the cleanliness and organization of the office, lobby, kitchen, and conference areas.
• Schedule and oversee monthly kitchen cleanings and semi-annual office deep cleanings performed by building management.
• Coordinate repairs and maintenance for office appliances and equipment.
• Conduct regular inventory checks and restock office and kitchen supplies.

Foundation for Public Affairs Support

• Support fundraising efforts by creating invoices, processing contributions, and assisting in the distribution of solicitation messages
• Provide administrative/logistical support to the Foundation Fellows program
• Update Foundation section of website as needed

General Administrative Support

• Provide additional administrative support as needed.

Required Qualifications

• Bachelor’s degree required.
• One to three years of professional experience in an administrative, office support, or operations role.
• Strong writing, editing, and proofreading skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to manage multiple priorities, keep organized, and meet deadlines.
• Passion for paying attention to detail
• Experience working with databases, CRM systems, or similar record-management tools.
• Ability to work collaboratively as part of a team and independently when needed.
• Comfort interacting with members and stakeholders both in person and virtually.

Preferred Qualifications

• Experience supporting membership, customer service, or constituent relations functions.
• Familiarity with nonprofit, association, or trade organization environments.

Core Competencies

• Accuracy & Attention to Detail: Maintains precise records across administrative, membership, and data-management tasks.
• Organization & Time Management: Effectively balances multiple responsibilities, deadlines, and competing priorities.
• Collaboration: Works productively with colleagues, members, vendors, and external partners.
• Service Orientation: Provides responsive, courteous support to staff, members, and visitors.
• Discretion & Integrity: Handles sensitive information with professionalism and confidentiality.
• Problem Solving: Identifies issues early and takes practical steps to resolve them.
• Adaptability: Adjusts to changing priorities and embraces new systems and processes.
• Professional Communication: Communicates clearly, respectfully, and in alignment with organizational values.

Position Attributes

• Mission-Focused: Dedicated to advancing the public affairs profession through strong financial stewardship.
• Reliable: Dependable performer delivering accurate work under deadlines.
• Service-Oriented: Maintains a member-first mindset in all interactions.
• Collaborative: Builds trust and cross-functional partnerships.
• Growth-Oriented: Eager to learn and expand responsibilities.
• Ethical: Exercises sound judgment and confidentiality in all matters.