Attorney Assistant

Hogan Lovells • Boston, MA

2d

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

• 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.
• Two (2) to five (5) years of administrative experience preferred.

Nice To Haves

• Experience in a large law or professional services firm desirable.
• Billing experience, including electronic billing, preferred.
• Bachelor’s degree preferred.

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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees