M&BD and Comms Coordinator

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Job Title

M&BD and Comms Coordinator

Department

Marketing and Business Development and Communications

Office Location

London

Reports To

CCO and CMO

Working Hours

35 hours per week, 9:30am to 5:30pm but additional hours may be required. We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office, please contact a member of the recruitment team to discuss further.

Firm Description

Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our ‘one team’ global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa.

With a presence in the world’s major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Department Description

Hogan Lovells is at an exciting point in its development, with a CEO now in his second term and actively pursuing a clear vision and strategy designed to take full advantage of the firm’s distinctive strengths. The global Communications team and global Marketing & Business Development (M&BD) team play a key role in supporting that vision and strategy and the two teams work closely together on all aspects of business development and profile raising for the firm. Our people are the key to our success, and that is why we recruit and retain the most talented individuals.

Role Overview

The direct reporting line for this role is to the global Chief Communications Officer (London) and the new Chief Marketing Officer (being recruited in either U.S. or UK – the CMO role is currently being held on an interim basis in London).

However this role will also provide light touch support to five other members of the MBD leadership team in London (Head of BD for EMEA, Head of Sectors, Head of Operations, Head of Client Solutions, and Head of Sales Transformation)

The M&BD and Comms Coordinator is an integral role in supporting the CCO and CMO in all key executive assistant activity that will enable them to work efficiently and ensure operational success.

Key Responsibilities / Accountabilities

The role will mainly be supporting the CCO, CMO but also supporting five other members of the MBD Leadership Team in a light touch way.

For all MBD UK Leadership Team (CMO, CCO + five others):

• Proactive diary management including complex scheduling across different time zones globally – to note: most of the leadership team are largely self-sufficient and simple day-to-day diary management will not be required.
• Manage travel arrangements – flight, hotel and car bookings; creating travel itineraries for team members, booking office space in visiting offices etc
• Manage and process expenses and invoices on Chrome River.
• Coordinate/support the planning and delivery of some internal leadership meetings e.g. UK MBD monthly meeting (led by Head of BD for EMEA)

For CCO only (and CMO if recruited in London later this year):

• Proactive inbox management when CCO and CMO are out of the office or in meetings for lengthy periods of time.
• Coordinate / support the planning and delivery of some internal leadership meetings, both face to face and virtual, arranging document coordination, scheduling, room booking and AV (e.g. the global MBD and Comms monthly meeting).
• Full administrative support including document production in Word and Powerpoint, and maintenance of team databases / spreadsheets in MS Excel and MS Teams
• Draft and maintain internal information and communications for the function, e.g. the global organisational chart, intranet page, M&BD directory, Outlook distribution lists, any other regular updates.
• Coordinate team training and social events, as required, working with other members of the team, including Events.
• Other administrative tasks as required.

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services.

All members of the firm participate in our Responsible Business program.

Person Specification

Qualifications and Training

No specific qualifications are required, but secretarial (including typing) and MS Office qualifications / training would be valuable to provide a solid technical underpinning.

The Candidate

• Excellent interpersonal skills with ability to build networks and interact with people at all levels, gathering and sharing knowledge to support the smooth running of the wider function
• Strong project and time management skills with ability to organise and prioritise workload and keep a level-headed approach in a busy working environment
• Self-motivated with a proactive approach, the ability to learn quickly
• Willing to take the initiative in spotting opportunities to improve efficiency and solving problems that arise
• Strong team player, who works well with others across M&BD, other Business Services functions, and the legal teams as required
• Client orientated approach – both internally and externally, with the ability to create a strong impression with Partners and senior Business Services leaders

Skills and Experience

• Previous executive assistant / team coordinator experience
• Excellent organisational and administrative ability
• Excellent written and verbal communication skills
• Meticulous attention to detail and quality
• Strong document production skills, working particularly in MS Word and MS Powerpoint
• Numerate with the ability to work with MS Excel to a good level
• Professional telephone manner, fielding calls where appropriate
• Tact and diplomacy
• Discretion and trustworthiness: you will often be party of confidential information

Agile Working Statement

Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.

Equal Opportunities Employment Statement

It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex , gender and gender identity, age, sexual orientation, marital and civil partnership status, pregnancy or disability.

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