Legislative Administrative Assistant Jobs (NOW HIRING)

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.
FLSA: Non-Exempt
Reports To: Office Administrator
Department: General Office
POSITION SUMMARY:
The Legislative Coordinator provides administrative and operational support to attorneys and professionals supporting the Firm's legislative and government relations activities. This position coordinates expense and invoice processing, maintains client information, and provides administrative support for the Jackson Walker Political Action Committee (JW PAC).
The Legislative Coordinator works closely with attorneys, clients, Accounting, Accounts Payable, and other Firm professionals to ensure information is accurate, deadlines are met, and legislative and political activities are appropriately documented. The position requires exceptional attention to detail, organization, discretion, and the ability to manage multiple time-sensitive responsibilities while maintaining compliance with Firm procedures and requirements.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Legislative & Administrative Support
� Provide administrative and operational support to attorneys and professionals engaged in legislative, government relations, and related client activities.
� Coordinate meetings, communications, materials, and other administrative needs in support of legislative and client activities.
� Maintain organized records, calendars, spreadsheets, and other tracking tools supporting legislative activities.
� Monitor recurring deadlines and outstanding items and follow up with appropriate stakeholders to facilitate timely completion.
� Communicate professionally with clients, government relations contacts, vendors, campaigns, and other external parties as appropriate.
� Maintain accurate and current contact, client, and organizational information.
� Handle sensitive client, political, financial, and Firm information with appropriate confidentiality and discretion.
Expense & Invoice Administration
� Prepare and submit attorney and business-related expenses through the Firm's expense management system in accordance with applicable Firm and client requirements.
� Review expense information to determine appropriate expense classifications, client allocations, and supporting documentation.
� Allocate reimbursable expenses among applicable clients while monitoring client-specific expense limitations and requirements.
� Process business development, attorney development, travel, meeting, and other expenses using appropriate Firm classifications.
� Obtain and maintain receipts, supporting documentation, and other information required for expense submission and reimbursement.
� Process recurring monthly and annual invoices associated with legislative and government relations activities.
� Coordinate completed invoices with Accounts Payable and other Firm departments for processing.
� Monitor recurring expenses and invoices and maintain organized records to facilitate timely and accurate processing.
� Identify discrepancies, missing documentation, or allocation concerns and work with appropriate stakeholders to resolve issues before submission.
Lobby Support
� Review expense activity to identify transactions involving reportable government employees, elected officials, or other reportable individuals.
� Compile and organize applicable expense information for attorneys and external compliance resources.
� Monitor changes in client relationships that may affect lobby registration and communicate relevant changes to appropriate stakeholders.
� Coordinate completion of client organization forms when new clients or reportable activities require additional documentation.
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� Provide administrative and logistical support for JW PAC activities as directed by Firm leadership.
� Maintain organized records supporting lobby registration and related compliance activities.
� Assist clients with routine questions regarding required organizational information and forms, escalating substantive compliance questions as appropriate.
QUALIFICATIONS:
� High school diploma or GED required; associate's or bachelor's degree in Government, Political Science, Public Administration, Business Administration, Communications, or a related field preferred.
� Minimum of one (1) year of administrative, legislative, government relations, legal, accounting, compliance, or other relevant professional experience preferred.
� Experience supporting attorneys, government relations professionals, elected officials, legislative offices, associations, political organizations, or other professional services environments preferred.
� Familiarity with legislative processes, lobbying activities, political action committees, or governmental reporting requirements preferred.
� Experience processing expenses, invoices, reimbursements, or other financial transactions preferred.
� Strong organizational and time management skills with the ability to manage recurring responsibilities, multiple assignments, and firm deadlines.
� Exceptional attention to detail and commitment to accuracy, particularly when handling financial transactions and compliance-related information.
� Strong written, verbal, and interpersonal communication skills.
� Strong customer service orientation with the ability to communicate professionally with attorneys, clients, campaign representatives, vendors, government relations contacts, and business professionals.
� Demonstrate ability to maintain accurate records, spreadsheets, tracking tools, and supporting documentation.
� Strong problem-solving skills with the ability to identify missing or inconsistent information and coordinate appropriate follow-up.
� Ability to work independently on assigned responsibilities while collaborating effectively within a team-oriented environment.
� Ability to exercise sound judgment and appropriately escalate legal, regulatory, or compliance questions.
� Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
� Ability to learn and effectively utilize Firm expense management, document management, legislative tracking, and other technology platforms.
� Ability to maintain confidentiality and appropriately handle sensitive client, financial, political, attorney, and Firm information.
WORK CONDITIONS:
This position operates primarily in a professional office environment using standard office equipment and technology. The role requires prolonged periods of computer use, data entry, document review, and frequent communication with attorneys, clients, business professionals, campaign representatives, and external resources. The position may occasionally require attendance at meetings or events outside the office and additional or adjusted hours to support legislative activities, political contribution coordination, or regulatory reporting deadlines.