Job description
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
A professional assistant with strong litigation, organizational and administrative service experience. The individual will be proactive and responsible in managing their own workload and using initiative. Working with an allocation of litigation lawyers within the litigation department.
ADMINISTRATIVE RESPONSIBILITIES
- Communicate regularly with fee earners on work progress.
- Follow the firm’s established document processing methods and procedures.
- Provide general office support for litigation attorneys, for example, maintain and organize files, maintain calendars, prepare expense reports, submit invoices for payment, schedule travel, coordinate meetings, calls, and conferences.
- Provide support for the firm’s monthly billing process, track attorney time records, and billing.
- Perform conflict checks and set up new clients and matters.
- Draft and finalize engagement letters and audit response letters .
- Print and organize a variety of documents received in a range of formats.
- Provide coverage for others in the wider team.
- Other duties and projects as assigned.
LITIGATION
- File pleadings 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 pleadings, discovery, correspondence, and other legal documents; take responsibility for formatting, consistency, and accuracy on time-sensitive documents.
- Format, proofread, and finalize pleadings, discovery, 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.
- Knowledge and experience in trial preparation, deposition, and mediation.
- Schedule court hearings, depositions, and mediations; coordinate court reporters, videographers, and remote appearances.
- Communicate with opposing counsel, experts, mediators, and witnesses.
- 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.
CUSTOMER SERVICE
- Build an understanding of the nature of the fee earners work.
- Identify and respond to customer/client issues/problems professionally, in a timely manner, and seek feedback/follow-up as appropriate.
- Build effective working relationships as appropriate.
- Excellent interpersonal skills with an ability to interact with people at all levels.
FIRM KNOWLEDGE
- Demonstrate knowledge of the firm’s culture, practices, business, and structure.
- Demonstrate knowledge and adherence to basic firm policies, procedures and processes.
- All members of the firm are encouraged to participate in our Global Citizenship program.
INITIATIVE
- Take initiative beyond routine responsibility.
- Seek out and accepts new responsibilities.
- Seek development opportunities to enhance skills.
ACCOUNTABILITY
- Own mistakes and take corrective action.
- Meet work deadlines as assigned.
- Meet firm standards for attendance and punctuality.
- Meets deadlines for all required firm processes, including timesheets, time entry and other financial documentation.
WORK MANAGEMENT
- Organize and prioritize workload and keep a level-headed approach in a busy working environment.
- Proactively communicate the status of work.
- Demonstrate strong organizational skills, regularly act on own initiative, highlight issues and suggest possible solutions.
- Take a client orientated approach – client-focused both internally and externally.
- Demonstrate dedication to producing quality work product.
- Pay attention to detail when completing work assignments.
- Ability to think on one's feet to solve administrative problems, using support service departments as necessary.
- Cooperate and demonstrate flexibility when facing change.
- Actively source and share knowledge with others.
- 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.
- Understand the need to ask questions and seek guidance.
- Express thoughts clearly, accurately, and concisely, both verbally and in writing.
SKILLS AND QUALIFICATIONS
- Previous litigation experience in a law firm.
- Knowledge of Pacer, LA Court Connect, Case Anywhere, One Legal, court rules in CA State Court/District Courts
- Experience with NetDocuments, Adobe Acrobat, InTapp, Chrome River, Carpe Diem, and 3E billing software preferred.
- Advanced knowledge of MS Outlook, Word, Excel and PowerPoint.
- 60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
- Flexible attitude and the ability to deal well with changing assignments and priorities.
- Flexible for overtime.
- Ability to multi-task.
- Professional appearance and demeanor.
- College degree preferred but not required.
HOURS
Core hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., including lunch hour, with flexibility for overtime as needed.
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.
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