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 collaborative environment? Your opportunity starts here.

POSITION OVERVIEW:

ADMINISTRATIVE FUNCTIONS

  • Adheres to the firm's established document processing protocols, creating, editing, and proofreading legal documents to ensure precision and thoroughness. Accurately transcribes various materials from dictation, handwritten notes, and audio recordings. Prepares diverse forms and generates new documents following best practices.
  • Manages and organizes calendars for attorneys, ensuring timely scheduling. Maintains essential lawyer-client contact details within the firm's database.
  • Inputs, reviews, and finalizes time entries for attorneys bi-weekly through the firm's online time entry system, adhering to established standards.
  • Oversees monthly client billing processes, ensuring accuracy in billing proformas and performing inquiries and edits as necessary.
  • Prepares and submits expense reports for attorneys promptly. Coordinates payment for vendor invoices, ensuring correct allocation to client/matter numbers.
  • Facilitates travel arrangements through the internal Travel Department.
  • Initiates new matters and conducts client conflict checks. Collaborates with the Records Department for file retrieval and maintains organized work files, including regular filing and preparation for off-site storage.
  • Assists in preparing responses for annual and supplemental audit letters.
  • Prints and organizes various documents received in multiple formats, including emails and faxes.
  • Handles telephone communications, accurately relaying messages and arranging video conferences and conference calls as needed.
  • Provides comprehensive support to the team as required.
  • Volunteers for additional tasks to enhance team productivity.
  • Actively promotes teamwork and seeks to improve efficiency.
  • Maintains confidentiality regarding all firm and client information.
  • Performs other assigned duties and projects.

CUSTOMER SERVICE SKILLS

  • Responds to client inquiries with professionalism.
  • Identifies and addresses client issues promptly, seeking feedback as appropriate.
  • Builds effective working relationships with clients and colleagues.

FIRM KNOWLEDGE

  • Exhibits understanding of the firm's culture, practices, and structure.
  • Adheres to the firm's policies and procedures.
  • Participates in the firm's Global Citizenship program.

PROACTIVE INITIATIVE

  • Takes initiative beyond standard responsibilities.
  • Seeks new responsibilities and development opportunities.

ACCOUNTABILITY

  • Accepts responsibility for mistakes and takes corrective measures.
  • Meets deadlines and maintains attendance standards.

WORK MANAGEMENT

  • Works independently with dedication to quality.
  • Demonstrates attention to detail and effective organization.
  • Utilizes resources efficiently to complete tasks.

COMMUNICATION SKILLS

  • Interacts courteously with attorneys and colleagues in person, by phone, and in writing.
  • Communicates work status proactively.
  • Expresses ideas clearly and concisely.

TEAM COLLABORATION

  • Builds strong relationships with team members.
  • Contributes fully as a team participant.

TECHNOLOGY UTILIZATION

  • Employs technology effectively to fulfill job responsibilities.
  • Identifies appropriate technology for tasks.

QUALIFICATIONS

  • Preferred experience in a law firm or related field.
  • Familiarity with billing processes is advantageous.
  • Strong organizational and analytical skills are essential.
  • Proficient in Microsoft Office Suite.
  • Excellent typing speed and communication skills.
  • Ability to adapt to changing priorities and assignments.
  • Professional demeanor and appearance.
  • A college degree is preferred.

WORK HOURS

Core hours are Monday through Friday, with flexibility for additional hours as needed.

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

Hogan Lovells is an Equal Opportunity Employer, committed to providing equal employment opportunities to all qualified applicants.

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