Administrative Associate

Townsend Public Affairs; Sacramento (CA); On-site; USD 52,000 - 62,000; Full time

Job summary

Townsend Public Affairs (TPA) is seeking a highly organized Administrative Associate to support day-to-day operations and client service in our Sacramento office. The role involves office management, travel logistics, document preparation, and coordination with the Business Operations and Client Service teams.

Ideal candidates have strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience scheduling and coordinating meetings and travel.
• Proficient in Microsoft Office, Outlook, Teams, and general office technology.
• Excellent written and verbal communication skills.

Responsibilities

• Provide general Sacramento office support and front desk duties.
• Coordinate travel arrangements and logistics for team members.
• Support billing, invoicing, contract management, and compliance tasks.
• Edit, format, and finalize client-facing documents and memos.
• Schedule internal and external meetings with clients and stakeholders.

Skills

Organizational skills

Time management

Calendar management

Client interaction

Microsoft Office

Outlook

Teams

PowerPoint

Written and verbal communication

Independent work

Scheduling experience

Tools

Microsoft Office Suite

PowerPoint

Job description

Townsend Public Affairs ("TPA") is a California-based, bipartisan firm with offices in Sacramento, Orange County, Oakland, Fresno, and Washington, DC. The firm specializes in the development and execution of state and federal legislative and funding strategies for a select clientele of public agencies and non-profit organizations, including but not limited to municipalities and counties, community colleges, special districts, K-12 school districts, transportation agencies, and museums.

TPA is seeking a highly organized, professional, and service-oriented Administrative Associate to support our team with day-to-day office operations and client support. This role is an integral part of keeping the office functioning efficiently and running smoothly, ensuring that daily operations, administrative needs, and client support are handled with care and attention to detail. This position is ideal for someone who enjoys keeping things organized, managing details, solving problems, and providing excellent support to both internal team members and clients.

The Administrative Associate will assist with general Sacramento office duties as well as firmwide administrative support tasks for the team, including, but not limited to: compliance and reporting, scheduling, meeting coordination, client support, document preparation, and other administrative tasks that help the Client Service Team operate efficiently. This position requires strong communication skills, strong attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced professional environment.

This position is based in Sacramento, CA. The job will require participation and attendance at evening events and overnight travel for various conferences.

JOB DUTIES

Office Management and Operations

Provides general office support to the Sacramento office

• Manage front desk responsibilities, including greeting guests, answering phones, and assisting with general office needs
• Ensure the office is stocked with necessary supplies, snacks, and materials
• Help maintain the overall appearance, organization, and functionality of the office
• Coordinate and manage travel arrangements and travel logistics for team members, including transportation and lodging
• Coordinate office meals and refreshments, including ordering lunches, breakfasts, snacks, and beverages for meetings, events, and other office needs
• Serve as the primary point of contact with building management for maintenance, parking, and other facility-related needs
• Coordinate with the Business Team and IT staff on computer, technology, and equipment issues
• Assist with general office management and day-to-day operational support

Business Operations

Provides general support to the Business Operations team

• Coordinate with the Business Operations team to generate and file accurate quarterly State lobbying reports
• Manage the state and federal quarterly reporting processes and annual lobbying registrations
• Provide administrative support to the company’s teams that lead political and charitable contribution efforts
• Organize and file documents on the company shared drive, including materials related to grant applications, state and federal earmarks, client matters, and other internal records
• Help ensure client materials, internal documents, and shared resources are organized and accessible
• Provide support for additional business operations initiatives such as billing and invoicing, contract management, compliance, business development, and initiatives to ensure that TPA remains an Employer of Choice

Firmwide Team Support

Provides team support to all client managers

• Schedule and calendar internal and external meetings with clients, legislative offices, agencies, and other stakeholders
• Coordinate with team members to schedule and coordinate advocacy days in Sacramento and/or in Washington DC
• Compile and prepare client packets or advocacy day materials, including itineraries, background materials, and other logistical documents
• Edit, format, proofread, and finalize client-facing documents, including memos, presentations, reports, and proposals
• Provide additional administrative support to the California Advocacy, Federal Advocacy, and Grant Writing client managers to assist with client needs and ensure deadlines, deliverables, and communications remain on schedule
• Identify and recommend process improvements that enhance efficiency and improve the overall client experience

SKILLS

• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines with a positive, professional attitude
• Ability to prioritize and adjust workload based on the importance and urgency of existing and incoming tasks
• Comfortable working with clients, elect, and team members at all levels
• Expertise with Microsoft Office, Outlook, Teams, and general office technology
• Expertise with PowerPoint
• Excellent written and verbal communication skills
• Ability to work independently while also being a collaborative team player
• Prior administrative, office support, client service, or scheduling experience preferred

DISCLAIMER

We understand that not every individual will possess every characteristic listed in our job posting. Nevertheless, if you have confidence in your ability to excel in this role and resonate deeply with TPA’s core values and mission, we invite you to apply. Our team highly values diverse experiences and perspectives and is dedicated to fostering a supportive environment where individuals can thrive. Even if you don't meet every criterion but feel that this is the right fit for you, we would love to hear from you.