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The Transactional Assistant is a key member of the team who puts clients first while helping attorneys maximize the amount of time they can devote to client matters. The Transactional Assistant performs various organizational and administrative tasks, including providing a high level of customer service and support while consistently producing an excellent work product. The Transactional Assistant maintains a general knowledge of the firm’s practice areas/groups and a specialized knowledge of the assigned attorneys’ practice area(s) and clients in order to ensure extraordinary client satisfaction.
JOB DESCRIPTION
- Schedules and maintains timekeepers’ calendars. Schedules meetings with clients and colleagues in different time zones around the world. Arrange for video conferencing and set up conference calls.
- Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner. Respond to customer/client requests promptly.
- Reduces administrative burden on assigned attorneys to maximize time spent on client matters.
- Maintains lawyer-client contact information, including adding clients to marketing lists and maintaining other pertinent information in the Firm’s client contact database program.
- Opens new matters and generates client conflict checks. Drafts and maintains client engagement letters.
- Inputs, reviews, edits, and closes timekeepers’ time entries through the Firm’s web-based time entry program.
- Manages monthly client billing (paper and electronic billing), reviews billing proformas for accuracy and completeness, and performs narrative edits.
- Prepares timekeepers’ expense reports in a timely manner. Arranges for payment of vendor invoices to be charged to appropriate client/matter numbers.
- Coordinates travel arrangements through the in-house Travel Department. Maintains travel information in Outlook. Handles changes and cancelations in a timely manner to minimize fees.
- Following the Firm’s established document processing methods and procedures. Creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Prepares various forms and creates new documents using the Firm’s best practice methods.
- Sets up and maintains timekeeper’s work files, including daily and regular filing.
- Prepares annual and/or supplemental audit letter responses.
- Schedules in-person client meetings and coordinates catering and audio-visual needs.
- Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
- Utilizes available technology to carry out job responsibilities and improve efficiency.
- Demonstrates knowledge of the firm’s culture, practices, business, and structure.
- Demonstrates knowledge and adherence to basic firm policies, procedures, and processes.
- All members of the firm are encouraged to participate in our Global Responsible Business program.
- Other duties and projects as assigned.
QUALIFICATIONS and REQUIRED SKILLS
- Forward-thinking and innovative.
- Creative and efficient problem-solver.
- Advanced knowledge of Microsoft Office Suite.
- Ability to communicate verbally and in writing effectively with lawyers, business services employees, and clients.
- Demonstrates dedication to producing quality work product, with excellent attention to detail
- Flexible attitude, with the ability to deal well with changing assignments.
- Great organizational skills; prioritizes workload appropriately.
- Actively seeks to maximize productivity and promote teamwork.
- Builds effective working relationships with colleagues and clients.
- Understands the need to ask questions and seek guidance.
- Seeks out and accepts new responsibilities and development opportunities to enhance skills.
EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE
- Two (2) to five (5) years of administrative experience preferred.
- Experience in a large law or professional services firm is desirable.
- Billing experience, including electronic billing, preferred.
- Bachelor’s degree preferred.
HOURS
Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., including lunch hour, with flexibility for overtime as needed.
This job description sets forth the authorities and 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 or protected Veteran status.
