PA - CCCM/Structured Finance & Derivatives

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DEPARTMENT CCCM – Structured Finance & Derivatives

OFFICE LOCATION London office

REPORTS TO Head of 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. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office.

ROLE DESCRIPTION Delivering a professional secretarial, organisational and administrative service, the individual will be proactive and responsible in managing their own workload, acting with autonomy and using initiative. Supporting 3 to 4 Partners for a newly formed position, this role offers exposure to complex diary management, international travel and close involvement in high-level work across the firm.

KEY RESPONSIBILITIES/ACCOUNTABILITIES

• Take ownership of enquiries, resolving or escalating 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.
• 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.
• Organising travel (including flights, accommodation and restaurants) and providing the fee earners with detailed itineraries.
• 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.
• Actively source and share knowledge with others.
• Build a network of strong working relationships both internally and externally.
• Diary management - arranging meetings, conference calls, lunches etc.
• 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.
• 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 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 racial or ethnic origin, religion, sex, gender and gender identity, age, sexual orientation, civil and family status or disability.