Executive Assistant Job at Hogan Lovells in Washington

Hogan Lovells is seeking an experienced Executive Administrative Assistant who demonstrates attention to detail, exceptional communication skills, and the ability to handle confidential matters. The best 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 insert value to the team. The Executive Assistant will serve as the key point of contact for the Office of the General Counsel 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

• The Executive Assistant is expected to provide exceptional support in document preparation specific to practice area requirements.
• Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders.
• Prepare practice specific court and legislation filings.

• 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.

ADMINISTRATIVE ENGAGEMENT

• Respond to incoming requests in a professional and timely manner. Interacts effectively and gallantly, in person, by telephone, and in writing with attorneys, supervisors and business services specialists.
• Coordinate events, conferences, meetings, facilitate events and attend department assemblies upon requests.
• Maintain and update practice group distribution lists.
• Maintain updated list of partner/associate mentor assignments.
• Maintain and updates to group calendar.
• Closely monitor email traffic to ensure timely responses and accurate scheduling.
• Track travel schedule and rearrange meetings/appointments accordingly.
• Perform Ad-hoc projects as assigned.

INITIATIVE

• Take initiative beyond routine responsibility; seek out and accept new responsibilities and development opportunities to enhance skills.

ACCOUNTABILITY

• Consistently deliver high level client service; take ownership of mistakes and take corrective action; meet deadlines for all required firm processes.

WORK MANAGEMENT

• Work well independently and demonstrate dedication to producing quality work product. Organize and prioritize workload appropriately. Utilize resources appropriately to complete work in the most efficient manner. Cooperate and demonstrate flexibility when facing change.

COMMUNICATION

• Interact effectively and courteously, in person, by telephone, and in writing with clients, attorneys, supervisors, co-workers, and other business professionals.

TEAMWORK

• Build effective relationships with coworkers.
• Participate and contribute fully as a team member.
• All members of the firm are encouraged to participate in our global Responsible Business initiatives.

QUALIFICATIONS/REQUIRED SKILLS

• Advanced knowledge of Microsoft Word and working knowledge of Excel
• Experience with Microsoft Copilot and/or similar generative AI tools
• Willingness to learn any firm software programs with which candidate is not currently familiar
• 60 wpm typing speed, excellent grammar, spelling, and punctuation skills
• Flexible attitude and the ability to manage multiple assignments and priorities at the same time
• Exceptional attention to detail and excellent organizational skills
• Demonstrated ability to communicate effectively, both orally and in writing, with lawyers, business team members, and clients
• Demonstrated ability to work independently and collaborate effectively with team members
• Willingness to learn and adhere to all firm policies and procedures

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• Seven (7)+ years previous administrative assistant or executive assistant experience required.
• Law firm or related experience strongly desired, preferably in a large firm or large professional services environment.
• College degree preferred.

HOURS

Core hours are Monday through Friday, 9:30 a.m. to 6:00 p.m., including lunch hour, with flexibility for overtime as needed.

The annualized salary range for this position is $72,750 to $99,500 depending on the candidate's overall experience and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus. In addition, full time employees as well as some part time employees, will be eligible for the firm's fringe benefits as they currently exist. Please find out more about our benefit programs here https://www.hoganlovells.com/en/global-careers/careers-in-the-united-states/career-categories/professional-services/roles/benefits

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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.