Legislative Executive Assistant

Nielsen Merksamer LLP • Sacramento, CA

2d • $55,000 - $80,000

About The Position

The Legislative Executive Assistant performs moderately complex support activities for two to three lobbyists at a fast-paced law firm. The role combines calendar and meeting coordination, administrative and billing support, client communications, legislative and fundraising coordination, and general office duties. Knowledge of or interest in the political and legislative process is preferred; knowledge of contracts and billing is preferred but not required.

The position offers a flexible schedule, with some remote work available after the employee is fully trained. Consistent availability is important, although start and end times are flexible. The listed base salary range is $55,000–$80,000. The firm notes that salary is determined by factors such as local market data, skills and relevant experience, longevity, and degrees, licenses, and certifications; discretionary bonus and incentive payments may also be available.

The role supports lobbyists through calendar management for hearings, bill tracking, travel, conferences, meetings, and calls; client correspondence and legislative position letters; timekeeping, prebills, engagement letters, client information, contracts, and billing coordination; travel and expense arrangements; quarterly lobbyist reports; and client file organization. It also supports legislator fundraisers, events, client contributions, and clients’ Lobby Days at the Capitol, including arranging meetings with legislators and organizing the day’s schedule.

The role’s stated allocation of duties is 45% scheduling and calendar management; 15% billing, contracts, client information sheet management, and accounts receivable; 20% fundraising and event coordination, including client PAC contributions; 10% lobbyist time entry; 5% other duties for lobbyists as needed; and 5% email correspondence and sending letters, including support and oppose letters for delivery.

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 all levels of management and staff, outside clients, and vendors.
• High integrity and professionalism, including discretion in handling confidential information.
• Software skills, internet research abilities, strong writing skills, and proficiency with Microsoft Office programs.
• Positive demeanor; dependability, punctuality, and consistency. Consistent availability is important despite flexible start and end times.
• Ability to focus, multitask, and work under pressure to meet deadlines in a fast-paced, growing practice.
• Strong organization, attention to detail, accuracy, and follow-up.
• Team-oriented approach, willingness to help and ask for help, good judgment, and initiative.

Nice To Haves

• Bachelor’s degree.
• Knowledge of or interest in the political and legislative process.
• Knowledge of contracts and billing activities.
• 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 busy lobbyists, including daily updates for budget and legislative committee and regulatory agency hearings, bill tracking and monitoring, travel, conferences, meetings, and conference calls.
• Assist lobbyists with day-to-day activities.
• Prepare client communications and position letters for upload to the Legislative portal.
• Enter lobbyist timesheets weekly and assist in reviewing and editing monthly prebills.
• Prepare and finalize engagement letters for new and existing clients.
• Liaise between attorney/lobbyists and the accounting department on billing matters and contracts.
• Prepare and update Client Information Sheets in coordination with the accounting department.
• Arrange travel and expense reimbursements, and track MLCE for lobbyists and attorneys.
• Prepare quarterly lobbyist reports and organize client folders.
• Handle general correspondence, including emails and support and oppose letters for delivery.
• Coordinate legislator fundraisers and events, and distribute flyers.
• Track client contributions and assist clients in coordinating Lobby Days at the Capitol.
• Coordinate with legislative offices to schedule meetings with legislators and organize client meeting schedules for Lobby Day.
• Perform other duties for lobbyists as needed.

Benefits

• 95% of employee and qualified dependent health care premiums paid by employer, including medical (with HRA for some plans), dental, vision, life, AD&D, LTD, and accident coverage.
• EAP with mental health resources.
• FSA and dependent care benefits.
• 401(k) with employer match.
• On-site exercise equipment.
• Potential for discretionary bonus and incentive payments.
• Paid parking.
• Some remote work available after fully trained.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree