Assistant

Hogan Lovells • Boston, MA

218d

About The Position

Hogan Lovells has a full-time opportunity for an experienced Assistant in our Boston office. As a key member of our team, the Assistant puts clients first while helping our attorneys maximize the amount of time that they can devote to client matters. They perform a wide variety of essential 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 an in-depth knowledge of the assigned attorneys' practice area(s) and clients to ensure extraordinary client satisfaction.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• Schedules and maintains timekeepers' calendars by coordinating 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.

What This Job Offers

• Job Type: Full-time
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree