Administrative Assistant - Legal-Government Affairs

This position involves managing various tasks to ensure the efficient operation of the Augusta office, including office coordination and providing legal administrative support to the Government Relations practice group. The role requires maintaining positive relationships with clients and colleagues while upholding confidentiality in all client and firm-related matters.

Key Responsibilities:

• Monitor legislative documents (bills) as they progress through the legislative process, update the legislative database (Access), and generate weekly reports for clients and attorneys.
• Review the Secretary of State’s Rulemaking Notices weekly and highlight items of interest for clients.
• Attend Public Hearings and Work Sessions as needed, taking notes for attorneys.
• Deliver documents to lobbyists at the State House when necessary.
• Support attorneys with time entry and billing, working closely with the accounting team to ensure accurate invoice processing.
• Assist in preparing legislative testimony, regulatory comments, and assembling related materials.
• Stay informed about lobby disclosure reporting timelines, procedures, and processes, including calculating lobbying time and submitting monthly lobbying reports for attorneys.
• Manage the calendars for Government Relations professionals, scheduling meetings, events, and appointments, and making travel and accommodation arrangements.
• Handle the renewal of attorney memberships annually with the Maine Board of Overseers of the Bar and the Maine State Bar Association. Renew State House lobbyist passes every two years.
• Oversee general administration of the Augusta office, including liaising with building management and cleaning services, purchasing office supplies, and coordinating with the IT department for equipment issues.
• Process and file library materials, including newspapers, news releases, and books.

Required Knowledge, Skills, and Abilities:

• At least three years of experience in administrative support.
• A Bachelor’s degree is preferred.
• Experience in a legislative advocacy setting or within legislative or regulatory agencies is a plus.
• Strong attention to detail and excellent organizational skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Access database is a plus