Hogan Lovells is seeking an experienced, full-time Assistant for our Boston office. As a vital member of the team, this role is dedicated to delivering exceptional client service while enabling our attorneys to focus on client work. The Assistant performs a broad range of essential administrative and organizational tasks, consistently producing high-quality work and providing outstanding support. This position requires developing a strong understanding of assigned attorneys’ practice areas and clients to help ensure an exceptional client experience.
JOB DESCRIPTION
- 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 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 cancellations 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.
QUALIFICATIONS
REQUIRED SKILLS
- 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.
EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE
- 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.
HOURS
Core hours are Monday through Friday, 9:00 a.m. to 5:00 p.m., including lunch hour, with flexibility for overtime as needed.
In Boston, the expected base salary range for this role is $68,500 to $100,500 per year.
This range reflects a good-faith estimate of pay at the time of posting; the actual compensation offered may vary depending on factors such as the candidate’s qualifications. This position is eligible for additional forms of compensation, which may include annual discretionary bonuses. Employees in this role are also eligible for benefits offered by the firm, subject to applicable plan terms and conditions, which currently include medical, dental, and vision insurance; a 401(k) retirement plan; and paid time off. Please review this link for more information regarding employee benefits in the United States.
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.
