Description
GOVERNMENT AFFAIRS COORDINATOR
Location: Harrisburg, PA In office Expectation Non-Exempt role
Position Summary The Government Affairs Coordinator is responsible for the day-to-day administrative, operational, and office management functions of the Firm’s Government Affairs (GR) Office. This position serves as the primary administrative support resource for Government Affairs professionals and ensures the efficient operation of the Downtown Harrisburg office. The Government Affairs Coordinator facilitates meetings and events, supports legislative and client tracking activities, administers PAC-related processes, manages office operations, and provides exceptional service to clients, elected officials, government stakeholders, vendors, and visitors. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced professional environment.
Key Responsibilities
Government Affairs Support
- Manage calendars, meetings, appointments, and scheduling for Government Affairs professionals.
- Monitor legislative, political, industry, and association activities requiring firm participation.
- Track legislation and legislative activity through Pennsylvania Legislative Services (PLS) and prepare reports and summaries for Government Affairs professionals and clients.
- Maintain legislative, government, and stakeholder contact information and databases.
- Maintain client engagement and project information on Monday.com and provide status updates as requested.
- Prepare meeting materials, agendas, briefing documents, attendee lists, and other support materials.
- Support Government Affairs initiatives, client engagements, and special projects as assigned.
Event and Meeting Coordination
- Plan and coordinate firm-sponsored events, receptions, legislative briefings, meetings, networking functions, and PAC-related events. Note, this role works closely with the Senior Concierge Events Specialist who oversees the events at a high level.
- Research venues and coordinate with vendors, caterers, and service providers as needed.
- Manage invitations, RSVPs, attendee communications, registration lists, and event materials.
- Coordinate audiovisual requirements, room setup, signage, supplies, and catering arrangements.
- Maintain event calendars, timelines, budgets, and planning documentation working with the Senior Concierge Events Specialist.
- Provide on-site event support and assist with post-event reporting, attendance tracking, and invoice processing.
Political Action Committee (PAC) Administration
- Provide administrative support for all PAC activities and governance requirements.
- Coordinate PAC Board meetings, sponsorships, correspondence, and event logistics.
- Prepare and distribute PAC Board meeting agendas and supporting materials.
- Record and maintain official PAC Board meeting minutes.
- Process and track PAC contributions, supporting documentation, and related records.
- Maintain accurate PAC files and assist with monitoring reporting deadlines and compliance requirements.
- Coordinate with internal and external stakeholders to ensure timely administrative processing.
- Work with the Firm’s third-party vendor for campaign finance compliance activities.
Office Administration and Operations
- Serve as the primary office administrator and receptionist for the Downtown Harrisburg office.
- Welcome and assist clients, elected officials, vendors, Firm professionals, and visitors while providing exceptional hospitality.
· Answer and direct incoming telephone calls and general office inquiries.
- Manage conference room reservations and meeting logistics.
- Prepare meeting spaces with appropriate technology, materials, refreshments, and audiovisual equipment.
- Maintain reception, conference room, kitchen, and common areas in a professional and organized manner.
- Order and maintain office, kitchen, and meeting supplies.
- Process incoming and outgoing mail, deliveries, and courier services.
- Liaise with building management, vendors, maintenance providers, and service contractors.
- Coordinate office equipment maintenance and assist with routine technology troubleshooting.
- Maintain office records, files, and administrative systems in accordance with firm policies.
Administrative Support
- Provide administrative support to Government Affairs leadership, lobbyists, and other professionals.
- Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
- Coordinate travel arrangements and related logistics.
- Process expense reports and reimbursement requests.
- Maintain client, contact, and mailing list databases.
- Support document management, records retention, and filing functions.
- Coordinate client intake processes, including conflict checks, engagement letter preparation, new matter opening, and engagement file maintenance.
- Handle confidential and sensitive information with discretion and professionalism.
Cross Department Collaboration
- Collaborate with Government Affairs, Marketing, Business Development, Finance, Human Resources, and Operations teams.
- Identify and implement improvements to administrative and operational processes.
- Support firm initiatives, strategic projects, and cross-functional assignments as needed.
- Perform other administrative and operational duties as assigned.
Qualifications
Education and Experience
- Associate or bachelor’s degree preferred, or equivalent combination of education and professional experience.
- Minimum of 3-5 years of experience in office administration, executive support, professional services, legal, government affairs, consulting, or a related environment.
- Experience coordinating meetings, events, and administrative operations required.
- This position is a non-partisan position and will require interactions with elected officials and staff from both sides of the aisle.
Knowledge, Skills, and Abilities
- Exceptional organizational and time-management skills.
- Strong customer service orientation and professional presence.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities and deadlines with minimal supervision.
- Strong interpersonal skills and the ability to work effectively with lobbyists and government affairs professionals, clients, elected officials, government representatives, vendors, and senior executives.
- Demonstrated ability to exercise sound judgment and maintain confidentiality.
- Proactive problem-solving mindset with strong follow-through.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related business technologies.
- Ability to work occasionally in the early mornings, evenings, and special events as business needs require.