Legal Administrative Assistant

2 weeks ago

Baltimore, Maryland, United States Hogan Lovells US LLP Full time

Are you ready to contribute to a dynamic and diverse team of legal professionals? Your opportunity starts here.

POSITION SUMMARY:

ADMINISTRATIVE FUNCTIONS

  • Adheres to the firm's established document management protocols, ensuring the creation, editing, proofreading, and finalization of legal documents are executed with precision and thoroughness. Accurately transcribes various forms of dictation and prepares a wide array of legal forms and documents following best practices.
  • Manages and organizes calendars for attorneys, ensuring timely scheduling and maintaining accurate client contact information within the firm's database.
  • Processes time entries for attorneys bi-weekly, ensuring compliance with firm standards through the online time entry system.
  • Oversees the monthly billing process, ensuring accuracy in client invoices and performing necessary edits and inquiries.
  • Prepares and submits expense reports for attorneys promptly and coordinates the payment of vendor invoices.
  • Facilitates travel arrangements through the firm's Travel Department.
  • Initiates new legal matters and conducts conflict checks, collaborating with the Records Department for file management.
  • Prepares responses for annual and supplemental audit letters as required.
  • Organizes and prints various documents received in multiple formats, including emails and faxes.
  • Handles telephone communications, relaying messages accurately and arranging video conferences as needed.
  • Provides comprehensive support to the team and volunteers for additional tasks as necessary.
  • Actively seeks to enhance productivity and foster a collaborative work environment.
  • Maintains strict confidentiality regarding all firm and client information.
  • Performs other duties and projects as assigned.

CUSTOMER SERVICE EXCELLENCE

  • Responds to client inquiries with professionalism and courtesy.
  • Identifies and addresses client issues promptly, seeking feedback when appropriate.
  • Builds and maintains effective working relationships.

FIRM AWARENESS

  • Exhibits a strong understanding of the firm's culture, operations, and structure.
  • Adheres to the firm's policies and procedures consistently.
  • Encouraged participation in the firm's Global Citizenship initiatives.

PROACTIVE INITIATIVE

  • Takes initiative beyond assigned responsibilities.
  • Actively seeks new challenges and responsibilities.
  • Pursues opportunities for professional development.

ACCOUNTABILITY

  • Accepts responsibility for errors and takes corrective measures.
  • Meets deadlines consistently and adheres to attendance standards.
  • Completes all required firm processes in a timely manner.

WORK MANAGEMENT SKILLS

  • Demonstrates the ability to work independently and efficiently.
  • Shows commitment to producing high-quality work.
  • Exhibits strong attention to detail in all assignments.
  • Effectively organizes and prioritizes tasks.
  • Utilizes resources efficiently to complete work.
  • Adapts well to changes in the work environment.

COMMUNICATION SKILLS

  • Interacts courteously and effectively with attorneys, colleagues, and clients.
  • Proactively communicates work progress and status.
  • Understands the importance of seeking clarification when needed.
  • Articulates thoughts clearly and concisely in both verbal and written communication.

TEAM COLLABORATION

  • Fosters positive relationships with team members.
  • Actively participates and contributes to team efforts.

TECHNOLOGICAL PROFICIENCY

  • Utilizes technology effectively to fulfill job responsibilities.
  • Identifies the best technological solutions for tasks.
  • Seeks innovative ways to leverage technology for improved efficiency.

QUALIFICATIONS

  • Experience in a law firm or similar environment is preferred.
  • Familiarity with billing processes, including electronic billing, is advantageous.
  • Experience with conflict checks and travel arrangements is a plus.
  • Strong organizational skills and attention to detail are essential.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
  • Typing speed of 60 wpm with excellent grammar and communication skills.
  • Ability to adapt to changing priorities and assignments.
  • Willingness to work overtime as needed.
  • Demonstrates professionalism in appearance and demeanor.
  • A college degree is preferred.

WORK HOURS

Standard hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., with flexibility for overtime as required.

This job description outlines the responsibilities of the position and may be subject to change as necessary.

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.

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