Legislative Executive Assistant

Nielsen Merksamer LLP•Sacramento, CA

About The Position

The Legislative Executive Assistant provides moderately complex administrative and coordination support to two to three lobbyists at a fast-paced law firm. The role includes calendar management, legislative and bill monitoring, client communications, billing and contract coordination, event and fundraiser support, travel arrangements, and general correspondence. The schedule has flexible start and end times, and some remote work may be available after training. Consistent availability is important. The position offers a base salary range of $55,000 to $80,000, with potential discretionary bonuses and incentive payments.

Requirements

One or two years of general office experience.
At least two years of college.
Excellent interpersonal skills and project coordination experience.
Ability to work well with management, staff, clients, and vendors.
High integrity and professionalism, including discretion when handling confidential information.
Software proficiency, internet research abilities, and strong writing skills.
Proficiency with Microsoft Office programs.
Positive demeanor, dependability, punctuality, and consistency.
Consistent availability despite flexible start and end times.
Ability to focus, multitask, work under pressure, and meet deadlines in a fast-paced environment.
Strong organization, attention to detail, accuracy, and follow-up.
Ability to work as a team player, ask for help when needed, exercise good judgment, and take initiative.

Nice To Haves

Knowledge of or interest in the political and legislative process.
Knowledge of contracts and billing activities.
Bachelor’s degree.
Familiarity with a law or lobbying office environment, court structures, government campaigns, vendors, and other legal resources.
Basic knowledge of legal terminology.
Knowledge of the legislative calendar and bill process.

Responsibilities

Manage calendars for three lobbyists, including legislative and regulatory hearings, bill tracking, travel, conferences, meetings, and conference calls.
Assist lobbyists with day-to-day activities.
Prepare client communications and position letters for uploading to the legislative portal.
Enter lobbyists’ time weekly and assist with reviewing and editing monthly prebills.
Prepare and finalize engagement letters for new and existing clients.
Liaise between attorney-lobbyists and the accounting department regarding billing matters and contracts.
Prepare and update client information sheets in coordination with the accounting department.
Arrange travel and expense reimbursements; track MLCE for lobbyists and attorneys.
Prepare quarterly lobbyist reports and organize client folders.
Handle general correspondence and support letters, including sending letters and support/oppose letters.
Coordinate legislator fundraisers and events, distribute flyers, and track client contributions and PAC contributions.
Assist clients with coordinating Lobby Days at the Capitol, including scheduling meetings with legislative offices and organizing clients’ meeting schedules.
Perform other duties for lobbyists as needed.

Benefits

Employer pays 95% of health care premiums for employees and qualified dependents.
Medical insurance, with an HRA for some plans.
Dental and vision insurance.
Life, accidental death and dismemberment, and long-term disability coverage.
Employee assistance program with mental health resources.
Flexible spending account and dependent care benefits.
401(k) with employer match.
On-site exercise equipment.
Paid parking.
Potential discretionary bonus and incentive payments.