Policy & Government Affairs Assistant

 

Responsible for providing administrative assistance to multiple lobbyists/lawyers and other timekeepers. The responsibilities will differ depending on timekeepers' practice areas and administrative support needs, but may include general research; collecting data for Lobbying Disclosure Act Reports for timekeepers; coordinating internal and external meetings; maintaining extensive client contact; communications with policymaker offices; working with Word, Excel, and PowerPoint;  secretarial and executive assistant functions; as well as other day-to-day administrative functions.

 

Essential Duties

  •  In Outlook, manage inbox (creating folders), manage calendar, set up meetings electronically, manage contacts, work and search in Enterprise Vault, and understand and set up distribution lists
  •  Create, edit and format letters and other documents in MS Office and organize/maintain same in document management system
  •  Maintain client contact via phone, e-mail, and in-person
  •  Coordinate Congressional meetings for timekeepers and clients
  •  Enter, edit, and track daily time when required for assigned timekeepers and according to deadlines
  •  Open files and conduct conflict checks
  •  Coordinate and prepare monthly client bills
  •  Coordinate, verify and obtain appropriate approvals for all domestic and international travel and process related expenses
  •  Prepare check requests
  •  Prepare Congressional mailings
  •  Coordinate services through Global Shared Business Services and other local and firmwide shared services
  •  Assist with overflow work and provide backup support as needed
  •  Collect data for Lobbying Disclosure Act Reports for timekeepers
  •  Coordinate meetings/events, such as Meet and Greets, to include reserving conference rooms, catering, audio visual and WebEx
  •  Conduct general research at the direction of timekeepers using internal and external search engines, including Library resources
  •  Perform other duties required based upon the unique practice of the timekeepers, such as, but not limited to, Department Head administrative work, practice development initiatives, and committee project work

 

Experience & Skills required

  •  Proficiency in the use of email, Word, Outlook, Excel, PowerPoint and Adobe
  •  Familiar with the workings of Congress, various Federal agencies, and related protocol
  •  Prior experience in a similar role in a law firm within a Policy or Government Affairs practice or a Congressional office desired; experience working in professional services or related office preferred
  •  Excellent oral and written communication skills and strong commitment to client service excellence
  •  Ability to take initiative and follow specific and detailed instructions in both written and verbal form
  •  Excellent organizational skills, with strong ability to multi-task and thrive in a dynamic environment with short deadlines
  •  Solutions-oriented, with demonstrated resourcefulness and problem-solving skills
  •  Demonstrated self-initiative, by being proactive, forward-leaning, and highly responsive 
  •  Responsibilities may occasionally require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines
  •  May be required to run errands on Capitol Hill
To Apply: 

Send resumes to Natalie.Wulf@klgates.com