Contractor, Administrative Coordinator

Lila Sciences•Washington, DC

10d•Onsite

About The Position

We are seeking a highly organized and proactive Administrative Coordinator to provide operational and administrative support to our Government Affairs team in Washington, D.C. This role is the operational backbone of the team and ensuring the Government Affairs office can focus on its core efforts. The ideal candidate is a self-starter who thrives in a fast-paced, politically dynamic environment and exercises sound judgment and discretion at all times. This role requires 5 days a week in office in Washington, DC.

Requirements

3–5 years of experience in an executive assistant, office manager, or administrative role, preferably in public service, government affairs, lobbying, law, or public policy environment
Strong familiarity with the Washington, D.C. political landscape, including how Congress and federal agencies operate
Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines
Outstanding written and verbal communication skills
High degree of professionalism, discretion, and judgment when handling sensitive or confidential information
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, Slack)
Ability to travel up to 10% of the calendar year, including international travel
Ability to be in office 5 days a week in Washington, DC

Nice To Haves

Experience supporting C-suite executives or senior government officials
Familiarity with Lobbying Disclosure Act (LDA) compliance and reporting requirements
Experience with stakeholder or contact management platforms (e.g., Quorum, Fireside, Salesforce)
Familiarity with political giving processes, including PAC administration, contribution tracking, and FEC reporting requirements
Bachelor's degree in political science, public policy, communications, business, or a related field

Responsibilities

Manage scheduling for government affairs team, including scheduling meetings with Members of Congress, agency officials, and coalition partners
Coordinate domestic and international travel logistics, including flights, hotels, ground transportation, and itineraries
Prepare and process expense reports, invoices, and reimbursements in a timely manner
Draft, proofread, and edit correspondence, briefing materials, talking points, and internal memos
Anticipate executive needs and proactively handle administrative matters with minimal direction
Oversee day-to-day office operations, serving as the primary point of contact for building management, vendors, and service providers
Manage office supply inventory, equipment maintenance, and facilities needs
Onboard new team members, including coordinating workspace setup, badge access, and IT provisioning
Maintain organized filing systems for legislative documents, regulatory filings, lobbying disclosures, and compliance records
Coordinate with IT support to troubleshoot technology issues and manage software subscriptions
Assist with the preparation and timely filing of lobbying disclosure reports (LDA filings) in coordination with compliance counsel
Maintain and update contact databases for congressional offices, agency contacts, and external stakeholders
Coordinate logistics for Capitol Hill meetings, fly-ins, briefings, receptions, and fundraising events with external consultants
Support the preparation of leave-behinds, one-pagers, and materials for Congressional meetings
Plan and execute team events, including staff retreats, coalition meetings, roundtables, and receptions
Manage coordination including invitations, RSVPs, catering, AV setup, and venue coordination
Liaise with external partners, trade associations, and consulting firms on joint events and initiatives