Assistant

The Assistant performs a variety of legal and administrative tasks, which include providing a high level of customer service and support for the following roles: Partner, Counsel, and Associate while consistently producing an excellent work product.

The Assistant is expected to maintain a general knowledge of business services policies and procedures, practice areas and clients of the firm. The Assistant must also maintain confidentiality regarding extremely sensitive matters and materials related to clients and the firm.

SCHEDULING

• Maintain calendars, contact information and other pertinent information as requested within outlook and the firmwide contact database.
• Answer telephone and accurately records and relays communications.
• As requested, schedule meetings and process arrangements for meetings including video conference/audio conferencing, meeting rooms, and catering requests.

TRAVEL and EXPENSES

• Coordinate travel arrangements through the in-house Travel Department and prepare fee-earners’ expense reports.
• Occasionally identify flights in advance of coordinating final arrangements with in-house Travel Department.
   

DOCUMENT PRODUCTION

• Prepare a variety of forms and create new documents using the established document processing methods and procedures of the firm. 
• Create, edit, spell check, and proofread work product to ensure accuracy and completeness. 

DOCUMENT PRESERVATION/RECORDS

• Organize and maintain administrative and client files; prepare indexes and files for off-site storage.
• Coordinate and work closely with the Records Department to safeguard confidential records.

TIME RECORDING/BILLING GENERATION

• Record, review, edit, and close time entries through the web-based time entry program using Firm standards. 
• Manage monthly client billing (paper and electronic billing). Review and edit billing proformas for accuracy and completeness; distribute to fee-earners for review; and complete client and fee-earner inquiries.
• Prepare and process third-party vendor invoices to align with the applicable client invoices.
• Review monthly bills for consistency in narrative edits and hours billed by attorneys working on the same matter.

THIRD-PARTY INVOICES

• Arrange for payment of client billing vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Prepare third-party client and firm related invoices and arrange for payments to be drawn and charged to the appropriate billable numbers.

CLIENT RELATIONS

• Generate client conflict inquiries; open new matters and prepare engagement letters.
• Respond to customer/client requests in a skilled and timely manner.
• Respond to internal client requests effectively and courteously, in person, by telephone and written communication to attorneys and business services professionals. 

LEGAL PRACTICE AREA SUPPORT

• The Assistant is expected to provide exceptional support in document preparation specific to practice area requirements.
• Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders.
• Prepare practice specific court and legislation filings.
• Assume responsibility for preserving the highest level of confidentiality of all firm and client information, records, and files, both within and outside of the firm.

REQUIRED SKILLS

• Working knowledge of Microsoft Office products.
• 60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
• Flexible attitude and the ability to deal well with changing assignments and priorities.
• Professional appearance and demeanor.
• Exceptional attention to detail and excellent organizational skills.
• Ability to communicate effectively, both verbally and in writing, with lawyers, business services employees, and clients.
• Ability to multi-task, prioritize projects, meet deadlines, and maximize productivity.
• Ability to work independently without supervision; and collaborate effectively with team members.
• Ability to maintain confidentiality and use discretion regarding highly sensitive matters and materials.

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• Five (5)+ years relevant experience required.
• Experience in a law firm or similar professional services industry desired, preferably in a large firm or company environment.
• College degree preferred.

FIRM ENGAGMENT

• All members of the firm are encouraged to participate in our global Responsible Business initiatives.

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].