Arena Careers

This position provides advance-level clerical, administrative support and related work as required for the Political Action Department (including supporting the Director, Associate and Assistant Directors, Administrative Assistant, and Field Support Staff). This position requires excellent communication skills, attention to detail, good judgment, and discretion. Duties include budget development and tracking, conference/meeting planning, scheduling, and other office administrative support.

Duties:

• Office support tasks including sorting and delivering mail, answering department main phone line, scanning, copying, electronic filing, office supply ordering, payment and purchase order processing, processing staff time off and business card requests.
• Edit, format, and distribute department communication from the department’s management team to internal and external distribution lists.
• Update department staff contact materials and email groups. Maintain the Affiliate Political and Legislative Directors contact list. Create online survey forms.
• Act as a backup to the Administrative Assistant.
• Assist management and staff with travel authorizations, travel arrangements, and expense reporting.
• Support calendar and scheduling for management team to include in person and virtual meetings via Teams, Zoom, and other similar technology. Assist with logistics, supplies, and creation of materials for meetings and conferences.
• Assist with training new staff and apprentices on calendar coordination, travel and advance forms, time and attendance submission, and other office procedures.
• Assist with training and meeting coordination with department managers and staff.
• Maintain tracking spreadsheets for department budgets, contracts, off-site storage, and staff completion for various yearly reports.
• Provide administrative/organizational support for the department’s “Get Out the Vote” (GOTV) activity and other major department efforts.
• Perform other related duties as assigned.

Requirements:

Education and Experience

High school graduate or equivalent and a minimum of (5) five years of office experience plus general knowledge of office and organizational procedures or any equivalent combination of education and experience which provides the required knowledge, skills and abilities.

Skills Requirements:

• High level proficiency in MS Office Suite (Outlook, Word, Excel and PowerPoint) and MS OneDrive/SharePoint.
• Excellent knowledge of office and organizational procedures.
• Basic knowledge of office equipment such as reproduction and telephones.
• Must be able to independently complete assignments and work under pressure to meet tight schedules.
• Strong ability to proofread documents and compose correspondence.
• Strong written and oral communication skills.

Travel & Work hours

• Overtime and travel may be required.