Administrative Support Specialist

2 weeks ago

Washington, Washington, D.C., United States Hogan Lovells Full time
Job Summary

We are seeking a highly skilled and organized Administrative Support Specialist to join our Americas PA & Document Services team. As a key member of our team, you will provide advanced level administrative and document-related support to our lawyers and other timekeepers, ensuring the highest level of client service.

Key Responsibilities
  • Provide administrative support to lawyers and other timekeepers, including calendaring, file management, email management, research, scheduling, copying, scanning, mailings, billing, and check requests.
  • Maintain lawyer-client contact information and other pertinent information in Interaction, the Firm's client contact database program.
  • Assist timekeepers in reviewing, editing, closing timekeepers' daily time entries, run time entry reports, and conduct time entry transfers through the Firm's web-based time entry program using Firm standards.
  • Prepare timekeepers' expense reports in a timely manner and arrange for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
  • Work closely with Business Development and Marketing personnel in development and refinement of pitches, presentations, spreadsheets, lawyer profiles, or other needed marketing materials.
  • Assist lawyers with Continuing Legal Education and Bar admissions requirements.
  • Coordinate travel arrangements through in-house Travel Department consistent with firm guidelines.
  • Set up timekeeper's work files and print and organize a variety of documents received in a range of formats, including emails.
  • Coordinate meetings both in person and electronically, arranging rooms, video conferencing, technology needs, invitations, calendaring, catering, etc.
Requirements
  • Experience in a law firm or other professional services environment preferred.
  • Advanced working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Best Authority, InTapp Time.
  • Proficient in NetDocument or similar document management system.
  • Microsoft Office Specialist (MOS) certification preferred.
  • Knowledge and proficiency in second language highly desirable.
  • 55 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
  • Attention to detail and good organizational and analytical skills.
  • Ability to juggle various assignments, produce accurate work product in a fast-paced, deadline-oriented environment.
  • Flexible attitude and the ability to deal well with changing assignments and priorities.
  • Flexible for overtime.
  • Professional appearance and demeanor.
  • College degree preferred.
Work Environment

The Americas PA & Document Services team provides support for 24 hours and administrative support from 8:30 a.m. to 8:30 p.m. EST (5:30 a.m. PST to 5:30 p.m. PST) from Monday through Friday. Team-member's hours vary. Must be flexible for overtime and weekend coverage as needed.

Benefits

Hogan Lovells offers a competitive salary range of $70,000 to $88,500 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.

Equal Opportunity Employer

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.

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