Assistant

The Americas PA & Document Services (APADS) team performs a wide variety of administrative and document related tasks, which includes providing a high level of client service. The Assistant role is responsible for providing advanced level legal assistant work for a variety of timekeepers, including but not limited to lawyers, specialists, consultants, paralegals, and other functional professionals. To meet client service expectations across the Americas, the APADS function provides services 24 hours a day Monday through Friday, and 9am – 5pm EST on the weekends. Standard hours will vary based on the individual position and the firm’s needs. The Assistant is responsible for accurate and timely completion of all administrative and assistant work assigned by multiple timekeepers, in multiple practice areas, and for training, developing and providing mentorship to other team members. Assistants may complete coordination of work duties and act as point of contact for sensitive work, manage workload demands, facilitates coverage and escalates of issues when appropriate. Incumbents must observe confidentiality on all client matters and adhere to all procedures and guidelines set by the firm. Incumbents must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills, desire to learn new skills, ability to work effectively with changing priorities, and a commitment to providing the highest quality client service are essential. 

ADMINISTRATIVE

• Following the Firm’s established document processing methods and procedures, creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Accurately complete tanscriptions, handwritten materials and/or dictation. Prepares a variety of forms and creates new documents using the Firm’s Best Practice methods. This document production and editing utilizes Windows 365, Word, Excel, PowerPoint, Outlook, PDF converter, Adobe Acrobat, Best Authority and document management systems such as Egress, NetDocs, and any other related new or updated software provided by the firm or required by the client.
• Assists lawyers and other timekeeper staff with a variety of administrative support areas in all practice areas, acting as a point of contact, navigating the firm and answering questions. Tasks may include but not limited to calendaring, file management, email management, research, scheduling, copying, scanning, mailings, billing, and check requests.
• Maintains lawyer-client contact information and other pertinent information in Interaction, the Firm’s client contact database program.
• Assists timekeeper in reviewing, editing, closing timekeepers’ daily time entries, run time entry reports and conduct time entry transfers through the Firm’s web-based time entry program using Firm standards. 
• 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.
• Works closely with Business Development and Marketing personnel in development and refinement of pitches, presentations, spreadsheets, lawyer profiles or other needed marketing materials.
• Assists lawyers with Continuing Legal Education and Bar admissions requirements.
• Coordinates travel arrangements through in-house Travel Department consistent with firm guidelines.
• Sets up timekeeper’s work files.
• Prints and organizes a variety of documents received in a range of formats, including emails.
• Coordinates meetings both in person and electronically, arranging rooms, video conferencing, technology needs, invitations, calendaring, catering, etc.
• Actively seeks to maximize productivity and promote teamwork, assisting the entire team in providing exceptional client service to all internal and external clients.
• 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.
• Conducts check-ins with lawyers and others to whom APADS provides support.
• Other duties and projects as assigned.

CUSTOMER SERVICE

• Responds to customer/client requests in a professional manner.
• Identifies and responds to customer/client issues/problems in a timely manner and seeks feedback/follow-up as appropriate.
• Builds effective working relationships as appropriate.

FIRM KNOWLEDGE

• Demonstrates knowledge of the firm’s culture, practices, business, and structure.
• Demonstrates knowledge and adherence to basic firm policies, procedures and processes.
• Participation in the Global Responsible Business program.

INITIATIVE

• Takes initiative beyond routine responsibility.
• Seeks out and accepts new responsibilities.
• Seeks development opportunities to enhance skills.

ACCOUNTABILITY

• 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, including timesheets, time entry and other financial documentation.

WORK MANAGEMENT

• Works well independently and as part of a team.
• Demonstrates dedication to producing quality work product.
• Pays attention to detail 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.

COMMUNICATION

• Interacts effectively and courteously, in person, by telephone, and in writing with lawyers, supervisors, co-workers, and other business professionals.
• Proactively communicates the status of work.
• 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.

• Experience in a law firm or other professional services environment preferred.
• Advanced working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Best Authority, InTapp Time.
• Proficient in NetDocument or similar document management system.
• Microsoft Office Specialist (MOS) certification preferred.
• Knowledge and proficiency in second language highly desirable.
• 55 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
• Attention to detail and good organizational and analytical skills.
• Ability to juggle various assignments, produce accurate work product in a fast- paced, deadline- oriented environment.
• Flexible attitude and the ability to deal well with changing assignments and priorities.
• Flexible for overtime.
• Professional appearance and demeanor.
• College degree preferred.

To meet the needs of our internal personnel located across the United States, the APADS provides support for 24 hours and administrative support from 8:30 a.m. to 8:30 p.m. EST (5:30 a.m. PST to 5:30 p.m. PST) from Monday through Friday, and team-member’s hours vary. Must be flexible for overtime and weekend coverage as needed.

In Washington, DC, the annualized salary range for this position is $78,200 to $88,500 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 exist.

This job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be determined. 

This position is a sedentary role that requires the incumbent to work at a computer station for many hours at a time. 

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.

This job description sets forth the 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 complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at [email protected].