PA – Banking – Infrastructure, Energy, Resources & Projects (“IERP”)

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JOB TITLE

PA

DEPARTMENT

Infrastructure, Energy, Resources and Projects (“IERP”)

OFFICE LOCATION

London office

REPORTS TO

Head of EMEA Secretarial Services

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, 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.

ROLE DESCRIPTION

Delivering high quality secretarial, organisational and administrative support to an allocation consisting of partners and lawyers within the IERP group, the individual will be proactive and responsible in managing their own workload, acting with autonomy and using initiative. 

KEY RESPONSIBILITIES/ACCOUNTABILITIES

• Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions
• Extensive and complex diary management; the ability to use own judgement and initiative in managing the Partner’s diary and availability effectively and proactively
• Display high levels of sensitivity and judgement, in particular being aware of the commercial sensitivity and confidentiality of the work
• Organise and prioritise workload and keep a level-headed approach in a busy working environment
• Take ownership of enquiries, resolving or escalating (or identifying alternative contacts) as appropriate
• Build an understanding of the nature of the fee earners work, get to know their clients and build relationships with them and the client PAs
• Build a network of strong working relationships both internally and externally
• Make extensive travel arrangements, compile itineraries, organise meetings, conference calls and videoconferences (both locally and internationally)
• Actively source and share knowledge with others
• Taking accurate and detailed telephone messages
• Accurate and regular maintenance of filing systems, e-filing, and archiving and retrieval of files from storage and opening new matter files
• Provide cover for others in the team as requested
• Preparing and producing bills, keeping accurate records of expenses, disbursements and fees for client billing, liaising with billing department to monitor payment of fees and responding to internal and external requests for back up documentation and further information
• Produce long, complex and accurate house-style documents, manuscript amends, audio dictation and document comparisons
• Ad hoc duties as and when required

The role and responsibilities are subject to change at any time to reflect the needs of the business

PERSON SPECIFICATION

The candidate

• Excellent interpersonal skills with an ability to interact with people at all levels
• Self-motivated individual with a proactive approach
• Keen to take ownership
• Ability to think on one’s feet to solve administrative problems, using support service departments as necessary
• Client orientated approach – client-focused both internally and externally.
• Willing to become involved with a desire to learn
• Flexibility with overtime

Skills and experience

• Previous Partner level legal PA experience
• Excellent secretarial skills, fast accurate typing
• Excellent written and verbal communication skills
• Strong document production skills
• Billing experience, preferably 3E
• Excellent organisational and administrative ability
• Meticulous attention to detail
• Professional telephone manner, fielding calls where appropriate

Professional/Technical Skills:

• Accurate typing at minimum 60 wpm net
• Advanced knowledge of MS Outlook, Word, Excel and PowerPoint
• Experience of using BigHand or other similar workflow management tool

Qualifications and training

Minimum 5 GCSEs or equivalent at A-C including English and Mathematics

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 age, disability, ethnic origin, gender identity, religion, sex or sexual orientation.

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