Legislative Coordinator

FLSA:
Non-Exempt

Reports To:

Office Administrator

Department:
General Office

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.

• 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.
• 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.

• 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.
• 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…