PA - CCCM/Structured Finance & Derivatives

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JOB TITLE

PA

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. Please contact a member of the recruitment team to discuss further.

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 (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
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.
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