Government Relations Legal Administrative Assistant

Job Summary

Fulfills a variety of responsibilities to keep the Augusta office running smoothly, including office coordination and legal administrative support for the Government Relations Practice Group. Maintains positive contact with clients and co-workers; observes confidentiality in all client and firm-related matters.

Position is based in the Augusta office (Tuesday-Thursday) with opportunity to work in Portland office (Monday/Friday).

Responsibilities

• Track legislative documents (bills) as they go through the legislative process, updating legislative database (Access); run reports weekly and send to clients and attorneys.
• Check the Secretary of State Rulemaking Notices weekly; flag for clients of interest.
• Listen in on public hearings and work sessions and take notes as needed.
• Hand deliver documents to the lobbyists at the State House when needed.
• Assist attorneys in time entry and billing; work closely with accounting to ensure invoices are properly processed.
• Assist in preparing legislative testimony and regulatory comments, and assembling materials.
• Stay up-to-date on lobby disclosure reporting timeframes, procedures, and processes. This includes calculating lobbying time and filing monthly lobbying reports for the attorneys.
• Maintain calendars for government relations professionals, including events, meetings, and appointments. Make travel and lodging arrangements.
• Renew annual attorney memberships with the Maine Board of Overseers of the Bar and the Maine State Bar Association. Renew lobbyist State House passes bi-annually.
• Oversee the overall administration of the Augusta office (e.g., communicating with building management and cleaning company for office needs, purchasing office supplies, coordinating with IT Department for office equipment issues).
• Process library materials, including filing newspapers, news releases, and books.

Knowledge, Skills and Abilities Required

• Minimum of three years’ experience providing administrative support.
• Bachelor’s degree preferred.
• Experience within a legislative advocacy workplace, or experience within legislative or regulatory agencies a plus.
• Strong attention to detail and organizational skills.
• Technical proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Access database skills are a plus.

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.