Executive Assistant/Scheduler

Position Overview

TFG is seeking a highly organized, detail-oriented, and experienced Executive Assistant/Scheduler to support our lobbyist and Advocacy Division. Our Executive Assistant/Schedulers manage the full lifecycle of congressional client visits: from the first meeting request sent to the last folder assembled the morning of a Hill Day. You will work directly with TFG's Client Managers and client contacts, coordinate across multiple active engagements simultaneously, and be the person our team relies on to make sure nothing falls through the cracks.

The ideal candidate leads with proactive communication; flagging issues early and keeping the team ahead of problems rather than reacting to them. They deliver accurately, not just quickly, and take full ownership of their work from start to finish. A polished, professional presence is a must, as this role puts you in direct contact with congressional staff and senior clients.

Responsibilities

Scheduling & Meeting Coordination

• Own congressional and agency (federal) meeting scheduling for assigned clients; drafting and sending meeting requests, tracking responses, confirming appointments, managing conflicts, and handling last-minute changes.
• Coordinate and manage complex scheduling for TFG lobbyists and clients, including in-person and virtual meetings with Congressional offices and federal agencies.
• Track scheduling status across multiple concurrent client engagements and keep Client Managers informed with timely, accurate updates - including proactive flags when visits are at risk.

• Build polished, client-ready itineraries for Capitol Hill visits and federal agency meetings, including briefing notes, building and room locations, and security information attached to calendar invites.
• Prepare and assemble all client-facing materials for Hill visits and fly-ins, including one-pagers, briefing folders, signage, sign-in sheets, and reception materials.
• Ensure all memos, itineraries, and materials are presentation-ready before sharing internally or externally.

• Manage multi-day visit logistics end-to-end, including hotel blocks, venue and conference room reservations, coordination with co-lobbying firms, and agency meeting requests.
• Serve as day-of operational lead for client visits, receptions, and Hill Days; including on-site support and real-time problem solving.
• Build and maintain strong working relationships with congressional staff, client contacts, hotel and venue partners, and external coordinators.

• Provide timely, clear, and professional updates to Client Managers on scheduling activity, changes, and outstanding items. Lead with outcomes and key questions.
• Conduct daily startup and shutdown routines, including inbox review, calendar verification, and team updates.
• Assist with digital file management for the firm, keeping correspondence, materials, and documents organized and accessible to relevant team members.

• Support the day-to-day needs of TFG's Washington, D.C. office, including maintaining inventory of office supplies and ensuring the workspace is consistently presentable and professional.
• Manage client-specific preferences, scheduling history, and contact records with precision and consistency.
• Support firm-wide administrative functions including correspondence, calendar management, and document preparation as needed.

• 2-5 years of experience in an executive assistant, scheduling, or administrative role within a government affairs firm, Congressional office, federal agency, trade association, or related political/policy environment.
• A working knowledge of Congress, how offices are structured, how scheduling decisions are made, and what it takes to land and keep a meeting.
• Experience supporting lobbyists, senior executives, or Members of Congress.
• Demonstrated knowledge of Capitol Hill operations, including office structures, building locations, and Congressional scheduling processes.
• Familiarity with BGov, LegiStorm, or similar Congressional research tools.
• Exceptional written and verbal communication skills; able to represent TFG professionally in all correspondence with congressional staff and senior client representatives.
• Proven ability to manage multiple high-priority workstreams simultaneously without losing track of the details that matter.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, SharePoint).
• Meticulous attention to detail, particularly with names, titles, time zones, and scheduling logistics.

• Competitive salary commensurate with work experience and qualifications.
• Robust benefits package including health insurance, retirement plans, and paid time off.
• Professional development opportunities to enhance skills and advance career growth.
• A collaborative and supportive work environment dedicated to making a positive impact in the community.
• Ample remote working opportunities.