PA - Banking & Loan Finance

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Job Details

Job Title

Professional Assistant – Banking & Loan Finance

Department

Banking & Loan Finance

Office Location

Reports to

Head of EMEA Secretarial Services

Working Hours

35 hours per week, 9:30am to 5:30pm (additional hours may be required). Flexible and hybrid working up to 40% remote, 60% office.

Role Description

Delivering a professional secretarial, organisational and administrative service, including supporting client billing.

The role requires a proactive and responsible individual with a proven track record of independently managing their workload, demonstrating initiative, and delivering comprehensive, client‑focused solutions in a dynamic and evolving environment for an allocation of lawyers within a legal group.

The role requires flexibility to move between practice groups, PA Support Team or departments based on business needs as required by the firm.

Key Responsibilities

• 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.
• Demonstrate strong organisational skills; regularly act on own initiative, highlighting issues and suggesting possible solutions.
• Organise and prioritise workload and keep a level‑headed approach in a busy working environment; communicate regularly with fee earners on work progress.
• Take ownership of enquiries, resolving or escalating (or identifying alternative contacts) as appropriate.
• Diary management – arranging meetings, conference calls, lunches, etc.
• Organise travel (including flights, accommodation and restaurants) and provide detailed itineraries.
• Take accurate and detailed telephone messages.
• Produce long, complex and accurate house‑style documents, manuscript amends, audio dictation and document comparisons; check own work to ensure accuracy.
• Maintain filing systems, e‑filing, archiving and retrieval of files from storage and open new matter files accurately.
• Support client billing process in 3E: prepare and produce bills, keep accurate records of expenses, disbursements and fees; liaise with billing department to monitor payment and respond to requests for backup documentation and further information.
• Actively source and share knowledge with others.
• Build a network of strong working relationships both internally and externally.
• Provide cover for others in the wider team as requested and support team admin.
• Ad hoc duties as and when required.

Person Specification

• Excellent interpersonal skills with an ability to interact with people at all levels.
• Self‑motivated with a proactive approach.
• Keen to take ownership.
• Ability to think quickly and solve administrative challenges effectively, leveraging support service departments when needed.
• Client‑orientated approach – client‑focused both internally and externally.
• Willing to become involved with a desire to learn.
• Flexibility with overtime.
• Previous 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.
• Accurate typing at minimum 60 wpm net.
• Advanced knowledge of MS Outlook, Word, Excel and Power Point.
• Experience using Big Hand or other similar workflow management tool.

Qualifications

Minimum 5 GCSEs or equivalent at A‑C including English and Maths.

Equal Opportunities

It is the policy of Hogan Lovells Cadwalader 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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