Government Affairs Administrative Coordinator

Location: San Francisco, CA

Department: Government Affairs

Type: Full Time

Min. Experience: Mid Level

JOB SUMMARY

The Government Affairs Administrative Coordinator will provide high-level coordination and executive support to Burning Man’s Government and Political Affairs functions.  The position is based in San Francisco and will include travel to Nevada.

Work involves considerable internal/external contacts including interacting with government agencies and event operations departments. This position will draft essential reports and communications, and will have access to and maintain highly confidential information. Responsibilities will include coordinating the Black Rock City government affairs program year-round and on-playa.

The Government Affairs Administrative Coordinator will support the Associate Director of Government Affairs by organizing meetings, tracking deliverables and timelines, managing calendars, filing electronic documents, making travel arrangements, taking notes, and submitting expense reports. This position will also support other staff members and contractors in the Government Affairs Department.

Key responsibilities will include making applications, tracking deadlines, and issuing payments for contracts and permits. This position will conduct research and manage data related to law enforcement and cost recovery.

Excellent judgment, communication skills, organization, and initiative are required.

This is a regular, full-time position eligible for benefits, working out of our San Francisco office and Black Rock City, NV.

Applications for this position will be accepted through January 26th at 6:00pm Pacific Time. 

DUTIES & ESSENTIAL JOB FUNCTIONS

Executive Support & Administration 

  • Schedule and support meetings with outside agencies, elected officials, and internal departments
  • Take notes and track action items for Political Communications meeting, Legal/Government Department, and other meetings as needed
  • Manage calendar of Associate Director of Government Affairs
  • Draft vendor contracts, obtain signatures, file documents, and track deliverables
  • Track government contracts and agreements, request checks, submit payments and cover letters
  • Track and apply for permits, submit payments
  • File incoming and outgoing communications and documents, working with the legal assistant to ensure consistency in organization and naming conventions
  • Process vendor and contractor invoices for signature and payment with accounting
  • Prepare and submit expense reports and other administrative forms
  • Coordinate mailing and shipping of documents
  • Make travel arrangements for Government Affairs team

Research, Documentation & Project Management

  • Organize, summarize and distribute annual Cost Recovery documents
  • Organize and distribute annual Statements of Work from Bureau of Land Management; ensure timely communication and track deliverables
  • Manage annual BLM-BRC planning timeline including tracking permit negotiations, scheduling meetings, and preparing agendas
  • Support delivery of Burning Man’s Operations Plan by working with Operations Department stakeholders, maintaining the annual tracking document, reviewing protocols for completion, and ensuring timely delivery to BLM
  • Support the Environmental Impact Statement process as needed including preparation of documents and coordination of materials for the public, BLM and contractor
  • Work with Burning Man’s Law Enforcement Advisor to track and update annual law enforcement statistics, manage annual law enforcement feedback and produce summary
  • Manage and update multiple Bureau of Land Management and Pershing County fees, costs, and resources databases; work with stakeholders to aggregate information
  • Manage SalesForce database for Government Affairs
  • Update and manage the Cooperator list; track attendance
  • Research for special projects as needed including fuel and sales tax

Communications and Writing

  • Draft letters and correspondence to elected officials and government agencies including the Bureau of Land Management and Pershing County
  • Work with Burning Man’s Planning Team and Operations Departments to deliver content for the annual After Action Report; proofread and format the document, save and print the final document
  • Prepare and track Freedom of Information Act inquiries and public records requests
  • Track the Communications Department editorial calendar and work with Associate Director of Government Affairs to meet content deadlines for the Jack Rabbit Speaks and Survival Guide
  • Coordinate with BRC Communications and IT to update Burning Man website with annual Closure Order, Special Recreation Permit, Closure Order, and Closure Order Map

Black Rock City Government Affairs 

  • Correspond with External Relations Team (XRT) guests and manage invitations; track replies and schedules
  • Correspond with XRT staff and volunteers; confirm availability and schedules
  • Schedule meetings on playa and pre- and post-event
  • Participate in Everywhere meetings as needed pre- and post-event
  • Manage Government Affairs, XRT, and Cooperator credentialing, Data Flow Manager (DFM) and playa resources
  • Coordinate with BRC departments and update annual talking points

Special Projects 

  • Manage annual thank you card lists for Government Affairs and XRT contacts
  • Track daily and weekly media and newspaper articles
  • Manage annual ice sale donations
  • Participate as needed and create support materials for: Way It Is meetings and Global Leadership Conference

Other Functions and Responsibilities

  • Perform other duties as assigned.

LEARNING AND TEACHING RESPONSIBILITIES

  • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to assigned duties.
  • Knowledge sharing – Helps acculturate and educate staff and volunteers in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in the appropriate areas of expertise, training and development ideas for community members.
  • Learning – Pursues ongoing learning in areas of expertise, working to stay current on emergent knowledge.

QUALIFICATIONS
Required

  • Exceptional Executive Assistant skills and proven track record of success
  • Detail oriented with extremely strong organizational skills
  • Exceptional written and verbal communication skills
  • Excellent discretion and professionalism; ability to uphold high standards of confidentiality
  • Friendly, personable, and professional demeanor with a great sense of humor
  • Proven ability to multitask and switch gears as priorities require
  • Proven ability to manage multiple projects simultaneously and still meet deadlines
  • Strategic critical thinker with strong research skills
  • Experience managing logistics for meetings and travel
  • Excellent, accurate note-taker
  • Outstanding command of the Google suite (Calendar, Sheets, Documents, Slides)
  • Excellent data manager with proven ability to learn new systems quickl
  • Familiarity with Burning Man strongly preferred
  • Ability to travel for meetings as necessary
  • Preference will be given to qualified applicants with strong familiarity or experience in Northern Nevada

Preferred

  • Bachelor’s Degree or higher
  • Experience or education with public policy, government relations or political affairs
  • Experience working at a 501(c)(3) nonprofit organization
  • Experience working in Northern Nevada
  • SalesForce experience

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required.
  • On-playa: Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

REQUIRED LICENSES/CERTIFICATIONS

  • Valid Driver’s License and a clean driving record

ABOUT THIS ROLE

  • This position is a regular, full-time role eligible for benefits, working at BMHQ in San Francisco, CA, and in Black Rock City, NV.
  • Burning Man is an equal-opportunity employer.

 

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