Government and Land Use Executive Assistant

Becker & Poliakoff, P.A.•Fort Myers, FL

13d•Onsite

About The Position

Becker is seeking a highly organized and proactive Executive Assistant to join the Government team. The ideal candidate will excel in a professional and team-oriented environment. The role requires excellent communication skills, meticulous attention to detail, and the ability to thrive in a fast-paced environment.

Requirements

Excellent written and verbal communication skills.
Strong command of the English language, including grammar, spelling, and punctuation.
Exceptional organizational skills and attention to detail.
Ability to manage multiple priorities and deadlines in a fast-paced professional environment.
Ability to organize files, documents, calendars, and workflow efficiently.
Strong research and information-gathering skills.
Ability to communicate professionally with clients, prospective clients, attorneys, lobbyists, government employees, and other external contacts.
Responsive, proactive, dependable, and service-oriented approach.
Ability to anticipate the needs of assigned attorneys and lobbyists.
Ability to work independently with minimal supervision while collaborating effectively with other departments.
Ability to handle confidential and sensitive information with discretion.
Strong follow-up, problem-solving, and time-management skills.

Nice To Haves

Previous experience in a law firm, government affairs, lobbying, land use, zoning, or professional services environment strongly preferred.

Responsibilities

Open and close files, complete conflict checks, maintain updated case and client lists, and save material documents and correspondence to the file.
Manage assigned attorneys’ and lobbyists’ calendars, including scheduling appointments, coordinating meetings, and maintaining calendar accuracy.
Track government agendas, documents, and pending public records requests.
Process attorney and lobbyist expense reports.
Conduct research using MuniCode, Florida Statutes, Florida Administrative Code, local government meeting agendas, Accela, and other local government permitting, planning, and zoning portals.
Communicate regularly with municipalities and counties to obtain information and documentation.
Prepare due diligence memoranda for attorney review.
Draft, edit, proofread, and finalize correspondence, memoranda, general contracts, form letters, and other documents for processing.
Coordinate travel arrangements for assigned attorneys and lobbyists.
Manage telephone communications, including screening calls, taking detailed messages, forwarding information to the appropriate attorney or staff member, and handling inquiries related to land use representation.
Assist with handling incoming mail for assigned attorneys and lobbyists, including receiving and distributing scanned mail when located in the same office.
Perform general accounting duties, including drafting client correspondence and payment plans as needed.
Enter attorney billing time into Aderant and review/edit Unbilled Time Reports and Casual Pre-Bills prior to monthly deadlines.
Maintain client contact information by processing authorized contact changes in attorneys' personal contacts and InterAction.
Enter attorneys' CLE credits and assist with board certification renewal applications.
Assist with preparing new client packages, scheduling follow-up appointments, and conducting follow-up communications.
Prepare meeting materials and upload pre- and post-meeting documents to internal calendar appointments at least 24 hours prior to scheduled meetings.
Assist attorneys with presentations, special engagements, and related preparation.
Coordinate lobbyist registrations, renewals, and amendments in all jurisdictions where lobbying services are performed and the payment of any lobbyist registration fees.
Coordinate the payment of public records request, application, request, etc. fees to government agencies.
Oversee professional and trade organization membership renewals and coordinate Firm sponsorships with the Marketing Department.
Perform additional administrative and operational support duties as assigned.