Job description
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
The Assistant is a key member of our LAE legal team, who puts clients first while helping attorneys maximize the amount of time they devote to client matters to ensure extraordinary client satisfaction. The Assistant performs an extensive variation of administrative tasks, maintains a general knowledge of the practice areas/groups of the firm, a specialized knowledge of the attorneys’ practice area, while consistently producing an excellent work product.
JOB DESCRIPTION
ADMINISTRATIVE
- Following the Firm’s established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness.
- Accurately transcribes from tapes, handwritten materials and/or dictation.
- Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner
- Schedules and maintains timekeepers’ calendars, where appropriate. Maintains lawyer-client contact information and other pertinent information in the Firm’s client contact database program.
- Inputs, reviews, edits, and closes time entries bi-weekly through the Firm’s web-based time entry program using Firm standards.
- Handles monthly client billing (paper and e-billing). Reviews billing proformas for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
- Prepares attorneys’ expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
- Coordinates travel arrangements through in-house Travel Department.
- Generates client conflict checks, opens new matters, and draft and maintains client engagement letters.
- Prepares annual and/or supplemental audit letter responses.
- Coordinates file retention and retrieval Records Department for file retrieval. Sets up and maintains timekeeper’s work files, including daily and regular filing. Indexes and prepares files for off-site storage.
- Prints and organizes a variety of documents received in a range of formats
- Answers telephones and accurately takes and relays messages, as requested. Arranges for video conferencing and sets up conference calls.
- Volunteers for overflow work ad-hoc projects as assigned.
- Actively seeks to maximize productivity and promote teamwork.
- Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records and files, both within and outside of the Firm.
CLIENT SERVICE
- Puts clients first.
- Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.
- Responds to customer/client requests, identifies issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.
- Builds effective working relationships with clients and colleagues.
INITIATIVE
- Takes initiative beyond routine responsibility.
- Seeks out and accepts new responsibilities.
- Seeks development opportunities to enhance skills.
ACCOUNTABILITY
- Consistently delivers high level client service.
- Owns mistakes and takes corrective action.
- Meets work deadlines as assigned.
- Meets firm standards for attendance and punctuality.
- Meets deadlines for all required firm processes.
WORK MANAGEMENT
- Works well independently.
- Demonstrates dedication to producing quality work product.
- Detailed oriented when completing work assignments.
- Organizes and prioritizes workload appropriately.
- Utilizes resources appropriately to complete work in the most efficient manner.
- Cooperates and demonstrates flexibility when facing change.
FIRM KNOWLEDGE
- Demonstrates knowledge of the culture, practices, business, and structure of the firm.
- Demonstrates knowledge and adherence to basic firm policies, procedures and processes.
- All members of the firm are expected to participate in our Global citizenship program.
COMMUNICATION
- Interacts effectively and courteously, in person, by telephone, and in writing with clients, attorneys, supervisors, co-workers, and other business professionals.
- Proactively communicates the status of work.
- Asks for help. Understands the need to ask questions and seek guidance.
- Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.
TEAMWORK
- Builds effective relationships with coworkers.
- Participates and contributes fully as a team member.
TECHNOLOGY
- Utilizes available technology to carry out job responsibilities.
- Determines most appropriate technology to accomplish a given task.
- Seeks ways to utilize technology to improve efficiency.
QUALIFICATIONS
REQUIRED SKILLS
- Excellent organizational skills
- Creative and efficient problem-solver
- “Can do” attitude
- Working knowledge of Microsoft Office
- 60 wpm typing speed
- Excellent grammar, spelling, punctuation, and communication skills
- Attention to detail and good organizational and analytical skills
- Flexible attitude and the ability to deal well with changing assignments and priorities
- Ability to multi-task
EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE
- Five (5)+ years of legal assistant experience in a large law firm preferred
- Litigation trial background needed
- Executive administrative experience highly desirable
- Bachelor’s degree preferred
HOURS
Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., with additional hours as needed.
This job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be determined.
Hogan Lovells is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.
Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information or protected Veteran status.
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