Executive Administrative Assistant, General Counsel

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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.

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 as well as advanced knowledge of practice areas and clients of the firm. The Executive Assistant must be able to maintain 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 customer management database
• Answer telephone and accurately record and relay communications
• Schedule meetings for firm management, practice area and practice group leadership, and process all logistical arrangements for meetings including video/audio conferencing, meeting room reservations, and catering requests
• Provide enhanced client attention and on-site support during in person meetings

TRAVEL AND EXPENSES

• Work with team members to establish and record their travel preferences and assemble proposed itineraries based on those preferences
• Coordinate travel arrangements through the in-house Travel Department and add all relevant travel information to team and individual calendars
• Prepare pre-travel hard copy folder with all relevant reservations, confirmations and other key information
• Track travel schedule and rearrange meetings/appointments accordingly
• Prepare travel expense reports including currency conversion for international expenses

DOCUMENT PRODUCTION

• Create, edit, spellcheck, and proofread work product to ensure accuracy and completeness
• Accurately transcribe from tapes, handwritten materials and/or digital dictation
• Print and organize a variety of documents received in a range of formats, including emails, texts, and digital downloads
• Print and send hard copy and electronic letters, overnight packages, and faxes
• File and organize documents appropriately within the firm’s document management system

DOCUMENT PRESERVATION/RECORDS

• Organize and maintain administrative and client files
• Prepare indexes and files for digital scanning or off-site storage when appropriate
• Coordinate and work closely with the Records Department to safeguard confidential records and oversee destruction of confidential team records

THIRD-PARTY INVOICES

• Prepare and process third-party vendor and outside counsel invoices including charging to appropriate internal billing codes
• Prepare and submit check requests often on a rush basis

CLIENT MATTERS

• Record, review, edit, and close time entries through the web-based time entry program using firm standards
• Generate client conflict inquiries, open new matters, and prepare engagement letters
• Limited monthly client billing including review of draft bills, coordination with billing team, and drafting of cover emails to client

ADMINISTRATIVE ENGAGEMENT

• Respond to incoming requests in a professional and timely manner
• Interact effectively in person, by telephone, and in writing with attorneys, supervisors and business team specialists
• Maintain and update General Counsel distribution lists
• Coordinate weekly mailbox-monitoring and weekend ethics duty assignments and update shared team calendar accordingly
• Perform Ad-hoc projects as assigned
• Serve as an ambassador for the General Counsel’s team within the firm

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

• 7 years previous administrative assistant or executive assistant experience required
• 2-5 years of law firm or other professional services experience strongly preferred
• College degree preferred, but not required

FIRM ENGAGEMENT

• All members of the firm are expected to participate in our global Responsible Business initiatives

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 job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be determined.

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 exists. 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

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