Government Affairs Coordinator

Saxton & Stump•Harrisburg, SD

14h•Onsite

About The Position

The Government Affairs Coordinator is responsible for the day-to-day administrative, operational, and office management functions of the firm’s Government Affairs office in downtown Harrisburg. The role provides primary administrative support to Government Affairs professionals and helps ensure efficient office operations. The coordinator facilitates meetings and events, supports legislative and client tracking activities, administers PAC-related processes, and manages office operations. The position also provides service to clients, elected officials, government stakeholders, vendors, and visitors. The role collaborates with Government Affairs, Marketing, Business Development, Finance, Human Resources, and Operations, and may support firm initiatives and other assignments as needed.

Requirements

Minimum of 3–5 years of experience in office administration, executive support, professional services, legal, government affairs, consulting, or a related environment.
Experience coordinating meetings, events, and administrative operations.
Exceptional organizational and time-management skills.
Strong customer-service orientation and professional presence.
Excellent verbal and written communication skills.
Ability to manage multiple priorities and deadlines with minimal supervision.
Strong interpersonal skills and ability to work effectively with lobbyists, Government Affairs professionals, clients, elected officials, government representatives, vendors, and senior executives.
Demonstrated ability to exercise sound judgment and maintain confidentiality.
Proactive problem-solving mindset with strong follow-through.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, and related business technologies.
Ability to work occasionally in the early mornings, evenings, and at special events as business needs require.
Ability to interact in this non-partisan position with elected officials and staff from both sides of the aisle.

Nice To Haves

Associate or bachelor’s degree, or an equivalent combination of education and professional experience.

Responsibilities

Manage calendars, meetings, appointments, and scheduling for Government Affairs professionals.
Monitor legislative, political, industry, and association activities requiring firm participation.
Track Pennsylvania legislation and legislative activity through Pennsylvania Legislative Services (PLS), and prepare reports and summaries.
Maintain legislative, government, stakeholder, client, contact, and mailing-list information and databases, including client engagement and project information on Monday.com.
Prepare meeting materials, agendas, briefing documents, attendee lists, correspondence, reports, presentations, spreadsheets, and other business documents.
Support Government Affairs initiatives, client engagements, special projects, and cross-functional assignments.
Plan and coordinate firm-sponsored events, receptions, legislative briefings, meetings, networking functions, and PAC-related events in coordination with the Senior Concierge Events Specialist.
Research venues and coordinate with vendors, caterers, and service providers.
Manage event invitations, RSVPs, attendee communications, registration lists, materials, calendars, timelines, budgets, and planning documentation.
Coordinate audiovisual requirements, room setup, signage, supplies, and catering; provide on-site event support and assist with post-event reporting, attendance tracking, and invoice processing.
Provide administrative support for PAC activities and governance requirements, including coordinating PAC Board meetings, sponsorships, correspondence, and event logistics.
Prepare and distribute PAC Board agendas and supporting materials, record and maintain official meeting minutes, and maintain PAC files and records.
Process and track PAC contributions and supporting documentation, assist with reporting deadlines and compliance requirements, and work with the firm’s third-party campaign finance compliance vendor.
Serve as the primary office administrator and receptionist for the downtown Harrisburg office; welcome and assist clients, elected officials, vendors, firm professionals, and visitors.
Answer and direct incoming telephone calls and general office inquiries.
Manage conference room reservations and meeting logistics, and prepare meeting spaces with technology, materials, refreshments, and audiovisual equipment.
Maintain reception, conference room, kitchen, and common areas; order and maintain office, kitchen, and meeting supplies.
Process incoming and outgoing mail, deliveries, and courier services.
Liaise with building management, vendors, maintenance providers, and service contractors; coordinate office equipment maintenance and assist with routine technology troubleshooting.
Maintain office records, files, and administrative systems in accordance with firm policies; support document management, records retention, and filing.
Coordinate travel arrangements and related logistics, and process expense reports and reimbursement requests.
Coordinate client intake processes, including conflict checks, engagement letter preparation, new matter opening, and engagement file maintenance.
Handle confidential and sensitive information with discretion and professionalism.
Identify and implement improvements to administrative and operational processes.
Perform other administrative and operational duties as assigned.