Program Associate, Government & Public Affairs

Purpose of Position

To provide administrative support, oversee departmental functions, and support the Government Affairs and Public Affairs departments’ activities.

Essential Duties of Position

• Responds to phone and e-mail requests for information from AdvaMed members, staff, and the public
• Supports department in communications and scheduling with constituents, including the AdvaMed Washington Heads of Office, working groups, and general membership, as well as with prospective AdvaMed member companies
• Provides administrative support and assistance to department head and team, including expense report preparation; Maintains departmental staff’s schedules and the department calendar
• Serves as a liaison with all AdvaMed departments supporting department to ensure internal information flow and collaboration
• Manages and updates working groups, database, and email lists for department, including keeping Nimble/Salesforce current
• Coordinates regular department meetings, working group meetings, and additional events, including materials, scheduling conference rooms, and working with IST on meeting logistics
• Provides administrative support for Board and CEO-level meetings
• Tracks and invoices department budget; works with the finance, accounting, and legal departments on contract review, PO submissions, and invoices
• Coordinates with membership team to support recruitment and retention
• Supports the development of materials for briefings and advocacy
• Prepares, proofreads, edits, distributes, updates, and maintains department documentation and information, including briefing materials, correspondence and mailings, meeting announcements, agendas, minutes, and comments
• Oversees and manages internal and external meetings:  Determines calendar(s), schedules conference rooms, catering, and technical needs; disseminates meeting agenda, materials, and minutes; prepares invitations, correspondence, and registration; executes last minute policy changes into materials as needed
• Prepares, tracks, and invoices department budget
• Completes special projects, as assigned
• Travel Requirements: 5%
• Hybrid Work Policy: Resident Worker - 3 days onsite per week

Knowledge, Skills, and Abilities

• Supports and/or builds working relationships with internal and external groups
• Excellent interpersonal skills, professional and tactful conduct, and ability to maintain confidentiality
• Ability to understand and execute complex verbal and/or written directions
• Effective verbal communication, written communication, proofreading, and presentation skills
• Ability to understand, interpret, develop, and communicate company policies and procedures
• Ability to work independently, to organize and prioritize workload, and manage multiple competing projects
• Strong attention to detail
• Experience with meeting/conference planning
• Advanced proficiency in the use of relevant Microsoft Office Suite software; GoToMeeting, and other virtual meeting platforms
• Understands the concepts of a customer relationship management system, Nimble/Salesforce experience preferred