The Assistant is a key member of the team, who puts clients first while helping attorneys maximize the amount of time they can devote to client matters. The Assistant performs a wide variety of organizational and administrative tasks, which includes providing a high level of customer service and support while consistently producing an excellent work product. The Assistant maintains a general knowledge of the firm’s practice areas/groups and a specialized knowledge of the assigned attorneys’ practice area(s) and clients in order to ensure extraordinary client satisfaction.
JOB DESCRIPTION:
- Schedules and maintains timekeepers’ calendars. Schedules meetings with clients and colleagues in different time zones around the world.
- Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner. Responds to customer/client requests promptly.
- Identifies and responds to client issues and problems in a timely manner. Seeks feedback and follow-up, as appropriate.
- Reviews and triages attorney emails and phone calls. Reduces administrative burden on assigned attorneys so they can maximize time spent on client matters.
- Maintains lawyer-client contact information, including adding clients to marketing lists and maintaining other pertinent information in the Firm’s client contact database program.
- Opens new matters and generates client conflict checks. Drafts and maintains client engagement letters.
- Inputs, reviews, edits, and closes timekeepers’ time entries through the Firm’s web-based time entry program.
- Handles monthly client billing (paper and electronic billing). Review billing proformas for accuracy and completeness. Monitors client budgets and completes spreadsheets comparing spend to budget. Performs client, matter and timekeeper inquiries, and narrative edits. Works directly with clients to ensure they have the information they need to pay bills on time.
- Prepares timekeepers’ 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. Maintains travel information in Outlook. Handles changes and cancelations in timely manner to ensure fees are minimized.
- Following the Firm’s established document processing methods and procedures. Creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Prepares a variety of forms and creates new documents using the Firm’s best practice methods.
- Coordinates with 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.
- Prepares annual and/or supplemental audit letter responses.
- Prepares quarterly Lobbying Disclosure Act reports.
- Arranges for video conferencing and sets up conference calls.
- Schedules in-person client meetings, orders catering, and coordinates audio-visual needs with client.
- Volunteers for overflow work.
- 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.
- Utilizes available technology to carry out job responsibilities and improve efficiency.
- Demonstrates knowledge of the firm’s culture, practices, business, and structure.
- Demonstrates knowledge and adherence to basic firm policies, procedures and processes.
- All members of the firm are encouraged to participate in our Global Responsible Business program.
- Other duties and projects as assigned.
QUALIFICATIONS and REQUIRED SKILLS:
- Forward-thinking and innovative.
- Creative and efficient problem-solver.
- Advanced knowledge of Microsoft Office Suite.
- Ability to communicate effectively, both verbally and in writing, with lawyers, business services employees, and clients.
- Demonstrates dedication to producing quality work product, with excellent attention to detail
- Flexible attitude, with the ability to deal well with changing assignments.
- Great organizational skills; Prioritizes workload appropriately.
- Actively seeks to maximize productivity and promote teamwork.
- Builds effective working relationships with colleagues and clients.
- Understands the need to ask questions and seek guidance.
- Seeks out and accepts new responsibilities, as well as development opportunities to enhance skills.
EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE:
- Two (2) to five (5) years of administrative experience preferred.
- Experience in a large law or professional services firm desirable.
- Billing experience, including electronic billing, preferred.
- Bachelor’s degree preferred.
HOURS:
Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., including lunch hour, with flexibility for overtime 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.
The annualized salary range for this position is $85,000 to $105,000 depending on the candidate’s overall experience and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus. In addition, full time employees as well as some part time employees, will be eligible for the firm’s fringe benefits as they currently exists.