Practice Assistant

Buchanan Ingersoll-Rooney•Harrisburg, PA

10d•Hybrid

About The Position

Practice Assistant – Government Relations Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national, and international clients. We currently have an opportunity for a Practice Assistant in our Harrisburg office to support professionals in our Pennsylvania Government Relations practice. Please apply if you have experience and are looking for a rewarding career in a business-casual team environment with a well-established firm! The Firm is currently on a hybrid work schedule . After the first month of employment, you have the opportunity to work remotely up to 2 days per week.

Requirements

A minimum of 3 years’ experience as a legal practice assistant, administrative or executive assistant or have administrative support experience in a legislative office or setting.
Excellent focus, diligence, and time management skills necessary.
Ability to manage multiple reports and deadlines.
Skilled at data entry and online filling portals.
Background in government, law, administration, or compliance is helpful.
Strong interpersonal and communication skills necessary.
Must have a positive can-do, team-oriented attitude.
Ability to work efficiently and balance assignments/workflow/calendar management from multiple professionals.
Proficient in MS Word, Outlook, Excel, and other computer and document management systems.

Nice To Haves

Familiarity with the PA Lobbying Disclosure Act a plus.
Background in government, law, administration, or compliance is helpful.

Responsibilities

Provide high level administrative support to our government relations professionals/attorneys and clients by formatting correspondence and other documents and spreadsheets, proofing, editing, formatting, and scanning/printing documents under time sensitive deadlines.
Extensive scheduling for professionals with clients, potential clients, State officials, and/or legislative offices.
Collect, organize and input financial data (expenses) and activity logs for lobbying reports.
Communicate lobbying registration requirements and lobbying expenses to client.
Prepare and submit periodic lobbying disclosure forms (e.g., Quarterly Reports, Equity Reports, etc.) via the PA Department of State’s online system.
Ensure all filings meet the requirements of the Lobbying Disclosure Act.
Manage multiple demanding schedules through Microsoft Outlook calendars.
Coordinate travel arrangements on a weekly basis for multiple professionals (air, train, hotel, etc.) through our corporate travel companion, Navan.
Run conflict checks, prepare engagement letters, and open new client matters within our onboarding system.
Assist in the coordination of government relations events/conferences with caterers, invitations, nametags, room scheduling and room preparation.
Prepare and submit expense reports.
Maintain paper and electronic files through our document management system in connection with filing protocols and retention policies.
Assist with billing and proforma review through 3E.
Work independently and in collaboration with other practice assistants in your support team, understand client concerns, ensure clients are satisfied, and build internal and external relationships of trust and reliability.
Adhere to firm policies, procedures, standards, and guidelines while maintaining confidentiality.
Work independently and in collaboration with others within the government relations section as well as with other Firm practice assistants providing universal administrative help in different practice areas as needed.