Job Description

1. Reporting to Director of Federal Government Affairs based in Washington, DC. Provide administrative support to Federal Legislative Affairs staff and administer day-to-day support of the DC office. Provide administrative support to Vice President of Government Affairs when required.
2. Responsible for making travel arrangements, processing expense reports, proactively making calendar arrangements and meeting planning as assigned for Federal GAPP professional staff and serve as back-up for other Executive Assistant so there is cross-training on office procedures, contracting, etc.
3. Administrative support responsibilities include but are not limited to: generation and assembling of documents and correspondence, mailings, processing and maintaining team records, photocopying, and representing GAPP Team at events, covering meetings for professional staff and drafting reports, etc.
4. Aid in the logistics and scheduling of GAPP team meetings, i.e. staff meetings, policy committees, public official visits, and any other meetings that may arise.
5. Administrative support responsibilities include but are not limited to: generation and assembling of documents and correspondence, mailings, processing and maintaining team records, photocopying, ensuring the office is neat and organized, representing GAPP Team at events, covering meetings for professional staff, drafting reports, etc.
6. Facilitate and coordinate with GAPP professional staff, GAPP's grass-roots activities, such as facility visits, mailings, outreach events, event planning and/or other key contact outreach relationship activities.
7. Assist PAC manager with reporting obligations including but not limited to processes and procedures to comply with federal and state election laws and lobbying laws, assist PAC manager to prepare quarterly and annual lobbying reports, database input and generate reports, etc.
8. Responsible for assisting the PAC manager to administer the PAC including but not limited to payroll deductions and check processing in compliance with of all applicable laws and regulations.
9. Support the PAC charitable match program including but not limited to verifying eligibility, maintaining databases and processing check requests.
10. Assist in the development of written communication to PAC members and grassroots participants.

• Perform assigned duties with a minimum of supervision; identify problems and implement or recommend solutions; use tact and discretion; interact effectively with supervisors, and the general public; learn and adapt to new technology as it relates to office practices and procedures; maintain confidentiality of information; pay attention to detail; work effectively despite interruptions.
• Familiarity with campaign finance and election laws and filing, reporting and compliance requirements.
• Financial skills including ability to reconcile bank accounts, payroll and reporting issues.
• Understanding of and interest in political and legislative processes.

Professional Standards for Legal Executive Assistants

A valued assistant:

• Is knowledgeable about resources, policies, and procedures of Baxter and the Law Department, and demonstrates proficiency at those applicable to his or her role
• Is organized, responsive, timely and able to multitask to meet deadlines and changing priorities
• Demonstrates strong skills with computer systems and software needed for his or her role
• Has a strong work ethic to get the job done quickly and accurately
• Interfaces and communicates clearly, concisely and effectively with others
• Maintains a high level of confidentiality and discretion at all times
• Proactively generates ideas, identifies issues and consistently strives to find solutions
• Actively seeks to broaden his or her knowledge, experience and skills
• Works independently with minimal direction using skills and available resources, but has the judgment to seek direction and assistance when appropriate

A genuine team player:

• Collaborates well with others, promotes camaraderie and recognizes and demonstrates that the best results come from joint efforts
• Is flexible and has a positive outlook and approachable demeanor
• Actively seeks to be a valuable resource to his or her team, all members of the Law Department, and Baxter

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