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Pro Bono Assistant
4 months ago
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
The Pro Bono Assistant is responsible for the organization and handling of the administrative functions of the Pro Bono Department, a fast-paced practice group that onboards more than 500 new pro bono matters each year. Our U.S. lawyers provide more than 100,000 hours in free legal services each year to the people who need it most. The Pro Bono Department provides a high level of customer service and support while consistently producing an excellent work product. The Assistant position requires a specialized knowledge of the firm’s pro bono practice area, the clients and related job responsibilities in order to ensure extraordinary client satisfaction. The Assistant shares these responsibilities with the other Pro Bono Assistant.
Job Description
The Assistant will work closely with the Pro Bono team on the following:
Conflicts Support
- Facilitate the opening of new pro bono matters
- Submit conflicts check requests and monitor conflicts process after submission
- Facilitate communication with lawyers handling matters to collect needed information to run conflicts
- Draft pro bono engagement letters
- Open pro bono matters and circulate client-matter numbers
- Update matter tracking documents and databases
Administrative Support
- Assist with event planning, coordination, and execution
- Assist with maintenance of/updates to Pro Bono Department intranet page
- Prepare PowerPoints and other internal/external pro bono presentations
- Work with Marketing & Business Development and external media companies to update Pro Bono Department social media
- Assist with data analysis, including preparation of data for external data reporting
- Follows the Firm’s established document drafting methods and procedures; creates, edits, spell checks and proofreads documents; drafts engagement letters, “value of services” letters, audit letters, and other documents; maintains all pro bono documents in global document management system
- Regularly completes tasks such as time entry, conference room reservation booking, and expense reports
- Coordinates quarterly pro bono billing, and monthly billing for the Pro Bono Partner’s billable practice
- Handles all aspects of the charitable donation process (including intake, research, drafting donation memoranda, preparing check requests, coordinating transmittal of the donations, and keeping track of all donations)
- Monitors incoming expense reports billed to pro bono matters
- Prepares check requests for vendor invoices on pro bono matters
- Assists with staffing pro bono events
- Drafts closing letters; works with Client Maintenance to close inactive matters
- Coordinates travel arrangements through in-house Travel Department
- Assists with ad hoc administrative projects such as preparing external reports and internal communications
- Other duties as assigned
QUALIFICATIONS/REQUIRED SKILLS
- Excellent attention to detail and strong organizational and communication (oral and written) skills
- Ability to work efficiently in a fast-paced environment with an emphasis on ability to work with a team
- Ability to multi-task and prioritize work on multiple projects
- Professional demeanor
- Strong project management skills
- Mastery of Microsoft Office suite (Excel, PowerPoint)
- Mastery of social media platforms including, but not limited to, X/Threads, Instagram and LinkedIn
- Dependable and able to perform to a high standard under pressure
- Monitors and checks work product with a high attention to detail
- Engaged and self-motivated
- Excellent written and oral communication skills
- Excellent organizational skills
- A strong team player
- Willingness to work overtime as needed
EDUCATION, CERTIFICATIONS AND/OR EXPERIENCE
- College degree required
- Law firm experience, including working with partners, preferred
HOURS
Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., including one hour for lunch, with flexibility to work additional hours as needed. The job is located in our Washington, D.C. office, and the candidate is expected to be in the office at least three days per week (subject to change with firm policies).
This job description sets forth the authorities and 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.
