Executive Assistant

$72,500 - $95,000/Yr

Hogan Lovells - Washington, DC

Full-time - Mid Level

Washington, DC

Professional, Scientific, and Technical Services

About the position

Hogan Lovells is seeking an experienced Executive Administrative professional who possesses a dedicated concentration in attention to detail and exceptional communication skills. The ideal candidate is personable, enthusiastic, proactive, creative, team-oriented, and thrives in a fast-paced environment. This role is perfect for a professional looking to develop in the position and add value to the team. The Executive Assistant will serve as the key point of contact for senior-level leadership and will be 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 an advanced understanding of the firm's practice areas and clients. Confidentiality concerning extremely sensitive matters and materials related to clients and the firm is paramount. Key responsibilities include scheduling meetings, coordinating travel arrangements, managing document production, preserving records, handling time recording and billing generation, and maintaining client relations. The Executive Assistant is also expected to provide exceptional support in document preparation specific to practice area requirements and to engage in administrative tasks that require effective communication and coordination with various stakeholders. The role demands initiative, accountability, and a strong work ethic, with a focus on delivering high-quality client service and maintaining the highest level of confidentiality.

Responsibilities

• Maintain calendars, contact information, and other pertinent information as requested within Outlook and the firmwide contact database.
• Answer telephone calls and accurately record and relay communications.
• Schedule meetings for firm management and process all logistical arrangements, including video/audio conferencing and catering requests.
• Coordinate travel arrangements through the in-house Travel Department and prepare expense reports for fee-earners.
• Create, edit, spell check, and proofread work products to ensure accuracy and completeness.
• Organize and maintain administrative and client files; prepare indexes and files for off-site storage.
• 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.
• Respond to customer/client requests in a skilled and timely manner.
• Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders.

Requirements

• 7+ years previous administrative assistant or executive assistant experience required.
• Advanced knowledge of Microsoft Word (2010).
• 60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
• Exceptional diligence to detail and excellent organizational skills.
• Demonstrate the ability to communicate effectively, both verbally and in writing, with lawyers, business services employees, and clients.

Nice-to-haves

• 2-5 years of law firm experience preferred.
• College degree preferred, but not required.

Benefits

• Annual salary range of $72,500 to $95,000 depending on experience.
• Eligibility for a discretionary bonus for full-time employees.
• Access to the firm's fringe benefits as they currently exist.