The Association for association professionals in Chicagoland

Summary: The Government Affairs Administrative Assistant provides essential administrative, logistical, and operational support to the Government Affairs Department. This role ensures smooth execution of daily congressional engagements, departmental operations and administration, policy workflow, operations/event planning and execution, and membership communications.

Ideal candidates are detail-oriented, proactive, highly organized, and comfortable operating in a fast-paced legislative environment supporting senior government affairs professionals and external stakeholders.

This is a salaried position with exceptional benefits and compensation package

Duties and responsibilities include:

Administrative & Office Support:

• Manage calendars, schedule meetings, and coordinate logistics for the Government Affairs team, including congressional staff meetings, coalition calls, and internal task force sessions.
• Prepare and distribute meeting agendas, briefing documents, minutes, and follow-up materials.
• Maintain organized digital and physical filing systems for legislative documents, correspondence, and policy materials.
• Track incoming mail, inquiries, and phone calls related to legislative matters, route requests to appropriate staff.
• Support the Vice President of Government Affairs in calendar management, arrange travel/lodging, and prepare expense reports.

Legislative & Policy Support:

• Assist analysts in tracking congressional activity, hearings, legislation, and policy developments relevant to the National Guard.
• Support drafting correspondence, memoranda, congressional meeting summaries, and advocacy materials.
• Maintain Congress Plus records, including logging meetings, contacts, and congressional outreach efforts.
• Conduct basic research to support legislative priorities, fact sheets, or advocacy campaigns.

Event & Meeting Coordination:

• Support planning and execution of NGAUS events, including the annual Legislative Workshop, Capitol Summits, Capitol Hill receptions, and state association visits.
• Coordinate room reservations, RSVPs, catering, and event-related communications.
• Assist with preparation of materials, packets, signage, and attendee lists.

Communications & Member Support:

• Serve as a point of contact for National Guard officers, state associations, and members seeking information on legislative issues.
• Draft and edit email communications, newsletters, and website updates related to legislative actions.
• Support social media and digital engagement for NGAUS advocacy initiatives, as assigned.

Data & Reporting:

• Assist with maintaining congressional databases, tracking advocacy metrics, and generating regular reports for senior leadership.
• Support budget tracking and analysis, invoice processing, and vendor coordination for Government Affairs activities.

Required:

• Associate degree or equivalent experience; bachelor’s degree preferred.
• 1–3 years administrative, government affairs, Capitol Hill, or nonprofit experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Professional demeanor and ability to interact with senior leaders, congressional offices, and military personnel.

Preferred:

• Experience using a legislative tracking system.
• Background in military, defense, government, or nonprofit work.
• Familiarity with the National Guard and NGAUS mission.

All interested parties should submit a resume (limit two pages), three business references to Cheryl Young at cheryl.young@ngaus.org by COB January 30, 2026.