Executive Assistant

Hogan Lovells is seeking an experienced Executive Administrative professional, with a dedicated concentration in attention to detail, exceptional communication skills; personable, enthusiastic, proactive, creative, team oriented, and thrives within a fast-paced environment.  The role is ideal for a professional endeavoring to develop in the role and insert value to the team.  The Executive Assistant will serve as the key point of contact for senior level leadership and is an integral part of the team.

JOB DESCRIPTION

The Executive Assistant performs a variety of legal and administrative tasks, which include providing an elevated level of customer service and support to Partners, Board Members and Senior Tiers of leadership.  The Executive Assistant is expected to maintain advanced knowledge of the governing tiers of leadership and business services policies and procedures.  In addition, maintain advanced knowledge of practice areas and clients of the firm. The Executive Assistant must retain confidentiality concerning extremely sensitive matters and materials related to clients and the firm.

The job description sets forth the core framework of responsibilities as outlined:

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.

• Schedule meetings of firm management, practice area and practice group, and process all logistical arrangements for meetings including video conference/audio conferencing, meeting rooms, and catering requests.

• Enhanced client attention and on-site support during in person meetings.

TRAVEL and EXPENSES

• Coordinate travel arrangements through the in-house Travel Department and prepare fee-earners’ expense reports.

• Frequently identify flights in advance of coordinating final arrangements with in-house Travel Department.

• As needed, closely monitor international travel expenses to ensure appropriate conversion for expense reimbursements.

DOCUMENT PRODUCTION

• Following the Firm’s established document processing methods and procedures, create, edit, spell check, and proofread work product to ensure accuracy and completeness. 

• Accurately transcribe from tapes, handwritten materials and/or dictation. 

• Prepare a variety of forms and creates new documents using the Firm’s Best Practice methods.

• Print and organize a variety of documents received in a range of formats, including emails, attachments, and documents from CD ROM, and receives and prints faxes.

• Attend meetings as requested to acquire meeting notes and action items.

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 RECORDNG/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,

• Regularly communicate with the client on behalf of the fee-earner regarding billing inquiries.

• 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, written communication to clients, attorneys, supervisors, and client relations business professionals.

LEGAL PRACTICE AREA SUPPORT