Practice Specialist

Hogan Lovells•Washington, DC

4d•$110,000 - $115,000

About The Position

Hogan Lovells is seeking an experienced Practice Specialist to support the Practice Area Lead of our Mergers & Acquisitions Group as well as Partners and Associates. The candidate is expected to exhibit strong attention to detail, exceptional communication skills, and the capability to process confidential matters in the manner of a senior executive assistant. The suitable candidate is personable, enthusiastic, proactive, creative, team-oriented, and thrives in a fast-paced environment. The role is ideal for a professional endeavoring to develop in the role and to assume significant responsibilities as a valued member of the team. The Practice Specialist will serve as the key point of contact internally and externally for the Practice Area Lead. The PRACTICE SPECIALIST supports Partners, Practice Leaders, and Business Managers, in specific practices within our firm. The Practice Specialist executes a variety of administrative and legal tasks, which include providing a superior level of executive service while consistently producing an exceptional work product. The Practice Specialist is expected to maintain an advanced knowledge of the practice areas/groups and clients of the firm to ensure extraordinary client satisfaction. he Practice Specialist is required to preserve confidentiality regarding extremely sensitive matters and materials related to the firm. The job description sets forth the core framework of responsibilities of this position as outlined: PRACTICE GROUP SPECIFIC RESPONSIBILITIES Strategy and Business Planning Assist Practice Leadership with development of practice specific initiatives to achieve the strategic goals of the firm. Marketing & Business Development Assist Practice Leadership in raising our internal and external profile brand. Engage with M&BD to track practice developments; raise awareness and understanding of key market trends; and develop practice policies consistent with the strategic goals of the practice. Communications Compose weekly communications, including practice specific office events and highlights, periodic newsletters, Intranet postings, news items, and pertinent information to raise internal practice awareness. Practice GROUP Leadership meetings/events Assist Practice Leadership with planning, hosting meetings, events, and conferences. Other Consistent visibility at all Practice events, D.C. Office events, available for Practice Group events. Responsible Business initiatives and opportunities; and attend Practice meetings. PRACTICE SPECIALIST ADMINISTRATIVE RESPONSIBILITIES LEGAL SUPPORT The Practice Specialist is expected to provide exceptional support in document preparation specific to practice requirements. Prepare practice specific documents. Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders. 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. SCHEDULING Schedules and maintains calendars, contact information and other pertinent information as requested and within the contact database. Answers telephone and accurately takes and relays messages, coordinates scheduling of video conferencing and conference calls. Schedules practice meetings and coordinates all arrangements for such meetings (videoconference/audio conferencing, meeting rooms, and catering requests, etc.). TRAVEL and EXPENSES Coordinates travel arrangements through in-house Travel Department and 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. TIME RECORDING Records, reviews, edits, and closes time entries through the web-based time entry program using Firm standards. ADMINISTRATIVE ENGAGEMENT Responds to incoming requests in a professional manner. Interacts effectively and courteously, in person, by telephone, and in writing with attorneys, supervisors and business team professionals. Coordinates events, conferences, meetings, facilitate events and attend department assemblies upon requests. Perform Ad-hoc projects as assigned. CLIENT RELATIONS Client interfacing and engagement on behalf of fee-earners. 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 team professionals. DOCUMENT PRODUCTION Following the established document processing methods and procedures of the firm, creates, edits, spell checks, and proofreads work product to ensure accuracy. Prepares a variety of forms and creates new documents using the Firm’s Best Practice methods. Prints and organizes a variety of documents received in a range of formats. DOCUMENT PRESERVATION/RECORDS Following the established document preservation of records procedures of the firm, maintains administrative files, indexes, prepares files for off-site storage and retrieval with the Records Department.

Requirements

60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
Literate in Microsoft applications, including PowerPoint, Excel, and Teams.
Problem-solving skills, with the ability to follow-through on issues and develop action plans.
Excellent written and oral communication skills.
Exceptional attention to detail and excellent organizational skills.
Self-motivated, demonstrates the ability to work independently and illustrate initiative.
Exhibits the ability to multi-task, while highly organized and maintaining a strong attention to detail skill set.
Exhibits the ability to communicate effectively, both verbally and in writing, with lawyers, business team employees, and clients.
Exhibits the talent to build strong relationships and networks.
Big picture thinking, while also actively managing the administrative requirements and daily tasks of the role.
Flexible attitude and the capacity to adapt to varying assignments and priorities.
Professional appearance and demeanor.
Law firm or related experience strongly desired, preferably in a large firm or large company environment.
Five (5)+ years’ supporting senior leadership in a professional services environment; law firm experience preferred.
Solid experience leading and managing teams and projects.
Strategic business planning experience.

Responsibilities

Assist Practice Leadership with development of practice specific initiatives to achieve the strategic goals of the firm.
Assist Practice Leadership in raising our internal and external profile brand.
Engage with M&BD to track practice developments; raise awareness and understanding of key market trends; and develop practice policies consistent with the strategic goals of the practice.
Compose weekly communications, including practice specific office events and highlights, periodic newsletters, Intranet postings, news items, and pertinent information to raise internal practice awareness.
Assist Practice Leadership with planning, hosting meetings, events, and conferences.
Consistent visibility at all Practice events, D.C. Office events, available for Practice Group events.
Responsible Business initiatives and opportunities; and attend Practice meetings.
Prepare practice specific documents.
Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders.
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.
Schedules and maintains calendars, contact information and other pertinent information as requested and within the contact database.
Answers telephone and accurately takes and relays messages, coordinates scheduling of video conferencing and conference calls.
Schedules practice meetings and coordinates all arrangements for such meetings (videoconference/audio conferencing, meeting rooms, and catering requests, etc.).
Coordinates travel arrangements through in-house Travel Department and 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.
Records, reviews, edits, and closes time entries through the web-based time entry program using Firm standards.
Responds to incoming requests in a professional manner.
Interacts effectively and courteously, in person, by telephone, and in writing with attorneys, supervisors and business team professionals.
Coordinates events, conferences, meetings, facilitate events and attend department assemblies upon requests.
Perform Ad-hoc projects as assigned.
Client interfacing and engagement on behalf of fee-earners.
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 team professionals.
Following the established document processing methods and procedures of the firm, creates, edits, spell checks, and proofreads work product to ensure accuracy.
Prepares a variety of forms and creates new documents using the Firm’s Best Practice methods.
Prints and organizes a variety of documents received in a range of formats.
Following the established document preservation of records procedures of the firm, maintains administrative files, indexes, prepares files for off-site storage and retrieval with the Records Department.