Provides full scope of administrative assistance to the VP of Global Government Relations, serving as the executive’s trusted gatekeeper, interacting and collaborating with senior executives, staff members and other stakeholders within and outside the company. In addition, the ideal candidate will be involved in various initiatives and events managed by the team, creating an opportunity to learn and lead projects that will expand his/her knowledge of government relations and corporate communications in a fast-paced, growing Fortune 200 company. Success in this role could lead to future career opportunities within the team.
Executive Assistant Support for VP, Global Government Relations (estimate 60% of time)
- Coordinates meetings, including logistics, preparation and distribution of materials
- Organizes travel logistics, including complex international travel, for VP and other GR team members located in & outside U.S.
- Maintains VP calendar, contacts and reconciliation of VP’s travel expenses
- Works with team on functional projects, events and special reports
- Manages vendor invoices and supports annual budget process
- Maintains functional intranet site and regularly updates
- Learns executive’s primary business objectives and anticipates support needs
- Operates with a high level of discretion given the sensitive or confidential nature of information
- Interact with Thermo Fisher’s global corporate communications team to coordinate government relations, public relations, employee communications, corporate social responsibility and other activities;
- Represents the “brand” of the company in Washington, DC, by developing positive relationships with all levels of government contacts, employees and stakeholders
- Regular coordination with the VP of Corporate Communications, to whom the VP of Global GR reports
GR-Specific Support (estimate 35% of time)
- Work with federal government relations team to support advocacy initiatives;
- Schedule Capitol Hill visits for Thermo Fisher executives, the GR team and others;
- Provide legislative and policy research that prepares employees for advocacy;
- Draft correspondence, talking points and background materials for use by GR team with government officials and agencies;
- Attend congressional briefings, hearings, trade association meetings and similar events and provide concise written and verbal feedback to GR team;
- Work with company sites to arrange details and logistics for elected officials’ visits to our sites;
- Support GR and corporate communications teams on special projects, including plan and manage events in Washington, Boston area and elsewhere to grow Thermo Fisher’s reputation and demonstrate our role in scientific discovery;
- Plan and manage company-hosted political events;
Political Action Committee & Lobbying Disclosure Act-Related (estimated 5% of time)
The role is responsible for administering political contributions and preparing all regulatory reports for corporate lobbying and federal political action committee (PAC) activities. The ideal candidate can quickly develop an understanding of PAC compliance requirements and Lobbying Disclosure Act filings. This will include:
- Work with US GR team to develop and coordinate PAC communications materials development, printing, mailing and follow-up; includes working with outside vendors;
- Efficient administration of payroll deductions, check deposit, sending thank you notes and annual PAC gifts and resolving issues;
- Cooperate with Human Resources to identify employees eligible to contribute to the PAC; populate and manage databases of employees’ PAC contributions and the PAC’s contributions to candidates;
- Ensure timely & accurate Lobbying Disclosure Act filings, including LD-2s for the company and LD-203 for both company and individuals; monitor for need to file state and international lobbying disclosures;
- Bachelor’s degree in political science, communications or similar major, plus one to three years of experience on Capitol Hill, in government relations, communications, political fundraising, or political campaigns. A former congressional scheduler may be an ideal candidate for this job.
- A commitment to bipartisanship.
- Understanding of political and legislative processes.
- A team player who is a self-starter passionate about his/her work and innovative at solving problems, managing time, overcoming challenges and accomplishing defined goals.
- Strong written and verbal communication skills, including MS Office and copy editing;
- Excellent interpersonal skills, with confidence to interact with corporate executives, trade associations and elected officials.
- A high level of attention to detail and organization is required.