Executive Assistant

Executive Assistant (Legislative), Austin, TX

OVERVIEW:

The purpose of this position is to support the Partner, Attorneys, Legal Assistants, and the legislative team.

RESPONSIBILITIES:

• Provide administrative support to the Partner, Attorneys, and legislative team
• Have knowledge of Texas Ethics Commission (TEC) laws regarding Lobbyist expenditure thresholds, reporting, criteria, and deadlines
• Prepare monthly and annual lobby reports for all firm lobbyists; proactively maintain files for lobbyists' expenses and details from legislative meetings and events; enter firm clients in TEC reports within 5 business days
• Prepare and deliver various items, food, beverage or other bulk gifts to Capitol
• Provide immediate response and assistance to time-sensitive legislative matters
• Maintain multiple political and leadership calendars
• Proactively provide political reception and events with support data such as sponsorship forms, history of donations and previous guest lists to legislative team
• Prepare political letters of contribution
• Make individual or large private dining restaurant reservations as requested
• Support Attorneys through heavy Word Processing skills
• Assist with preparation of E-file documents
• Assist with scheduling of meetings and conference calls
• Print billing documents and distribute as needed
• Maintain CLE accounts
• Read and follow-up on Partners' emails
• Conference registration
• Create expense reports
• Create PowerPoint presentations as needed
• Answer phone lines and provide messages to respective recepients
• Enter Partners' billable time and mileage without supervision
• Assist with preparation of meetings, such as providing print-outs, set up technical devices and other support
• Prepare courier requests, shipping and certified mail for out-going packages
• Event organization including vendor arrangement, creation of invitations, guest list management, calendar updates, and menu planning
• Office support
• Assist with personal and other requests, as assigned

REQUIREMENTS:

• Superb proficiency with MS Word
• Highly proficient with PowerPoint and Excel
• Excellent calendaring skills, including making appointments and scheduling meetings (Outlook)
• Experience with making travel arrangements and reservations
• Professional attitude and appearance
• Excellent organizational skills, with an emphasis on attention to detail
• Multitasking and time management skills, with the ability to prioritize tasks and handle pressure
• Ability to work with limited supervision
• Ability to work in environments that may be sensitive to political affiliations
• Ability to work extended hours as needed
• Ability to multi-task efficiently

WORKING CONDITIONS:

Indoor setting. Typical work schedule is Monday through Friday, approximately 37.50 hours per week.