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The Assistant performs a wide variety of administrative tasks, which includes providing a high level of customer service and support, while consistently producing excellent work product. The Assistant maintains a general knowledge of the firm’s practice areas/groups and a specialized knowledge of the assigned timekeepers’ practice area(s) and clients in order to ensure extraordinary client satisfaction.
JOB DESCRIPTION
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 transcribes from tapes, handwritten materials and/or dictation. Prepares a variety of forms and creates new documents using the Firm’s best practice methods.
- 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 timekeepers’ time entries through the Firm’s web-based time entry program using Firm standards.
- Handles monthly client billing (paper and/or electronic billing. Reviews billing proformas for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
- 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.
- Opens new matters and generates client conflict checks. 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.
- Prints and organizes a variety of documents received in a range of formats, including emails, attachments and documents from CD ROM, and receives and prints faxes.
- As requested, answers telephones and accurately takes and relays messages. Arranges for video conferencing and sets up conference calls.
- Volunteers for overflow work.
- 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.
- 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.
- All members of the firm are encouraged to participate in our 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.
- 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 effective and courteously, in person, by telephone, and in writing with attorneys, 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.
QUALIFICATIONS
- Two (2)+ years of office experience preferred.
- Law firm experience preferred.
- Billing experience, including electronic billing, preferred.
- Working knowledge of Microsoft Word (2010).
- 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.
- Professional appearance and demeanor.
- College degree preferred.
HOURS
Core hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., including lunch hour, with flexibility for overtime as needed.
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 LeaveofAbsence_US@hoganlovells.com.
