Assistant

The Americas Personal Assistant & Document Services (APADS) team performs a wide variety of administrative and document related tasks, which includes providing a high level of client service. 

This role is responsible for providing advanced level legal assistant work, specializing in litigation support, for a variety of timekeepers, including but not limited to lawyers, specialists, consultants, paralegals, and other functional professionals. 

A professional assistant with strong litigation, organizational, and administrative service experience is key.  The individual will be proactive and responsible in managing the workload and using initiative, working with an allocation of litigation lawyers within the litigation department. The individual is responsible for accurate and timely completion of all work assigned by multiple timekeepers, in multiple practice areas, and for training, developing, and providing mentorship to other team members.  

Specialists may complete coordination of work duties and act as point of contact for sensitive work, manage workload demands, facilitates coverage, and escalates of issues when appropriate.  Incumbents must observe confidentiality on all client matters and adhere to all procedures and guidelines set by the firm.  Incumbents must be self-starters who possess the ability to work independently and as part of a team. 

Excellent communication skills, desire to learn new skills, ability to work effectively with changing priorities, and a commitment to providing the highest quality client service are essential. 

ADMINISTRATIVE

• Following the Firm’s established document processing methods and procedures, create, edit, spell check, and proofread work product to ensure accuracy and completeness.   
• Assist attorneys and other timekeeping staff with a variety of administrative support, acting as a point of contact, navigating the firm, and answering questions.  Tasks may include but may not be limited to calendaring, file management, email management, research, file and document organization, scheduling, printing, copying, scanning, mailings, billing, and check requests.    
• Accurately complete transcription, handwritten materials and/or dictation.  Prepare a variety of forms and create new documents using the Firm’s Best Practice methods.  This document production and editing utilizes Windows 365, MS Office Suite, PDF converter, Adobe Acrobat, Best Authority, and document management systems such as Egress, NetDocs, and any other related new or updated software provided by the firm or required by the client.  
• File pleadings and other documents for filing in California state and federal trial courts, courts of appeals, and Supreme Courts; communicate with court staff, as necessary; keep current with changes in court rules and filing procedures.
• Prepare, format, proofread, and finalize pleadings, discovery, correspondence, and other legal documents.  Prepare table of contents and table of authorities for motions and briefs; prepare and finalize basic correspondence and other documents, as necessary. 
• Organize and manage large-volume discovery, including propounding and responding to discovery requests and subpoenas. Assist with document retrieval, review, organization, and production of documents.
• Schedule court hearings, depositions, and mediations; coordinate court reporters, videographers, and remote appearances.
• Establish and maintain electronic filing systems; classify, sort, and file pleadings, discovery, correspondence, records, and other documents.
• Perform general research and support activities to assist attorneys.
• Communicate with opposing counsel, experts, mediators, and witnesses.
• Coordinate meetings both in person and electronically, arranging rooms, video conferencing, technology needs, invitations, calendaring, catering, etc.
• Coordinate travel arrangements through in-house Travel Department consistent with firm guidelines.
• Maintain attorney-client contact information and other pertinent information in Interaction, the Firm’s client contacts database program.
• Prepare timekeepers’ expense reports in a timely manner.  Arrange for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Assist attorneys with Continuing Legal Education and Bar admissions requirements.
• Other duties and projects as assigned.

CUSTOMER SERVICE

• Respond to customer/client requests in a professional manner.
• Identify and respond to customer/client issues/problems in a timely manner and seek feedback/follow-up as appropriate.
• Build effective working relationships as appropriate.

FIRM KNOWLEDGE

• Demonstrate knowledge of the firm’s culture, practices, business, and structure.
• Demonstrate knowledge and adherence to basic firm policies, procedures, and processes.
• Participation in the Global Responsible Business program.

INITIATIVE

• Take initiative beyond routine responsibility.
• Actively seek to maximize productivity and promote teamwork.
• Seek out and accept new responsibilities and develop opportunities to enhance skills.
• Assume responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files.

ACCOUNTABILITY

• Own errors and take corrective action.
• Meet work deadlines as assigned.
• Meet firm standards for attendance and punctuality.

WORK MANAGEMENT

• Work well independently and as part of a team.
• Demonstrate dedication to producing quality work product.
• Pay attention to detail when completing work assignments.
• Organize and prioritize workload appropriately.
• Utilize resources appropriately to complete work in the most efficient manner.
• Cooperate and demonstrate flexibility when facing change.
• Assume responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.

COMMUNICATION

• Interact effectively and courteously, in person, by telephone, and in writing with attorneys, supervisors, co-workers, and other business professionals.
• Proactively communicate the status of work.
• Understand the need to ask questions and seek guidance.
• Express thoughts clearly, accurately, and concisely, both verbally and in writing.

TEAMWORK

• Build effective relationships with coworkers.
• Participate and contribute fully as a team member.

TECHNOLOGY

• Utilize available technology to carry out job responsibilities.
• Determine most appropriate technology to accomplish a given task.
• Seek ways to utilize technology to improve efficiency.

• Four (4) + years of litigation experience in a law firm or equivalent.
• Working knowledge of litigation support data applications and databases, preferably in a large law firm or corporate law department setting.
• Knowledge and experience in trial preparation, deposition, and mediation.
• Advanced working knowledge of Microsoft Office Suite, 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 but not necessary with appropriate experience.

HOURS

• This Assistant is intended to be in our San Francisco office and working a 9am to 5:30pm PST work schedule with flexibility to work overtime as needed.

In San Francisco, the annualized salary range for this position is $62,700 to $111,000 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.

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

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 [email protected].