Job Description Summary:

The Executive Assistant for Government Relations supports a Washington, D.C.-based team, led by the Director of Government Relations, that represents the University Corporation for Atmospheric Research (UCAR) and National Science Foundation (NSF) National Center for Atmospheric Research (NCAR) and advocates for Earth system scientists with Members of Congress and other federal and state policymakers. This position provides critical administrative support for  UCAR Government Relations, which is the voice in Washington for UCAR/NSF NCAR and supports the wider U.S. weather, water, climate, and ocean research community. Reporting to the Director of Government Relations, the Executive Assistant will have a hybrid flexible work arrangement, with some days remotely worked and others requiring full days of work from UCAR’s office in downtown D.C. The Executive Assistant will also interface with the UCAR President’s Office team in Boulder, with occasional travel as needed (not exceeding 5% of the time).

The Government Relations office operates dynamically, driven by our commitment to achieving impactful outcomes in service to UCAR’s mission to lead world-class Earth system science through partnerships, innovation, and service. As such, we've designed the work structure for this position to ensure close alignment with the Director of Government Relations, to foster seamless collaboration and efficiency. While some occasional evening and weekend work may be required, this reflects our dedication to excellence and our willingness to go above and beyond to advance our mission.

Compensation Range:

Salary Range $60,000 - $80,000

*Final salary and rates are based on education, experience, and skills relevant to the role.*

What You Will Do

Here is a summary of what one would expect to be generally responsible for in this role.

• Provide executive administrative support for UCAR Government Relations, collaborating closely with the Director of Government Relations and others on the team while also interfacing with high-profile contacts and communicating sensitive information with discretion.

• Manage scheduling and calendaring for the Director of Government Relations and other team members.

• Plan, organize, and handle logistics for meetings and special events, including VIP visits.

• Create schedules, agendas, and talking points, and help the Director of Government Relations and other team members otherwise prepare for meetings.

• Attend meetings, take and/or transcribe and share meeting minutes and notes, and draft follow-on emails, reports, and presentations for the Director of Government Relations and other team members, for both internal and external audiences.

• Support external communication efforts by maintaining mailing and stakeholder contact lists, developing mailings and other external correspondence, and updating Government Relations intranet websites.

• Organize, provide access to, and share electronic documents and other files on shared drives, and update and utilize customer/stakeholder CR relationship management and legislative tracking systems to efficiently manage Government Relations activities and data.

• Monitor external information via news and government relations media and email and newsletter sources related to UCAR Government Relations and share relevant information with the Director of Government Relations and other team members.

• Create and maintain efficient workflows and processes for Government Relations administrative activities, and serve as the administrative liaison for Government Relations within UCAR.

• Manage property and office space functions and logistics, including stocking supplies and maintaining furnishings, for the UCAR D.C. Office.

• Monitor and analyze the Government Relations budget, and manage purchasing, subscriptions, sponsorships, and relationships with vendors and account managers, and

• Handle travel arrangements, reports, and reimbursements for the Director of Government Relations and other team members.

Who We'd Love To Join Our Team

Successful candidates will ensure their application materials speak to the following criteria:
Education and Experience:

• Bachelor's degree

• A minimum of four years of related experience

• -OR- an equivalent combination of education and additional experience years.

Knowledge, Skills, and Abilities (Required/Desired)

• General office: High-level multi-tasking abilities, highly organized, strong attention to detail, and ability to work effectively under tight deadlines with discretion in handling confidential information.

• Funds management: Skills in operating budget development, monitoring, reconciling, analysis, cost control, and project accounting. Knowledge of government and institution contract requirements, policies, and procedures.

• Travel: Advanced knowledge of travel logistics, planning, and procedures.

• Project management: Advanced skills in project planning, implementation, and evaluation.

• Human resources: Knowledge of the principles and practices of personnel administration.

• Events, Workshops, Conferences: Experience planning and executing in-person, online, and hybrid events, workshops, conferences, and taking meeting minutes.

• Presentation and writing: Advanced skills in business writing both for correspondence and developing/editing/proofing documents. Advanced skills in word processing, scanning, image modification, spreadsheets, databases, and presentation software. Advanced experience working in Google Suite.

• Diversity and teamwork: Experience working collaboratively with diverse groups of stakeholders from the public and private sectors. Excellent interpersonal skills, and ability to work as part of a team.

• Websites: Experience with Drupal, WordPress, or HTML, and knowledge of web accessibility standards, basic graphic design, and layouts.

Desired, but not required:

• Experience with cloud-based procurement software, such as SciQuest/Jaegger.

• Experience using CRM systems such as Salesforce.

• Experience using legislative and government relations information and tracking systems such as CQ/Fiscal Note, Quorum, or Bloomberg Government.

• Experience using Concur for travel and expense reimbursement.
• Knowledge of science communication techniques applied to public outreach and engagement activities.

Please apply on our website!