Assistant

Hogan Lovells; Baltimore (MD); On-site; USD 65,000 - 100,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k)

Job summary

Hogan Lovells in Baltimore is seeking a Professional Administrative Assistant to support busy attorneys, manage calendars, billing, and client communications. The role requires strong organizational skills, attention to detail, and excellent communication.

Experience with e-billing and legal terminology is preferred. Core hours are Mon–Fri 9:00–5:30, with potential for extra hours; salary range shown reflects Baltimore market.

Qualifications

• Strong organizational, prioritization, and multitasking abilities.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite.
• Commitment to outstanding client service and confidentiality.

Responsibilities

• Manage attorney calendars, scheduling meetings and coordinating with clients and colleagues across multiple time zones.
• Serve as a primary point of contact for clients, providing responsive, professional, and high-quality service.
• Review and prioritize attorney emails and phone calls, helping to manage workflow and administrative responsibilities.
• Maintain client and contact information within firm databases and marketing systems.
• Open new matters, conduct conflict checks, and prepare engagement letters.
• Enter, review, edit, and finalize attorney time entries.
• Handle monthly client billing, including electronic billing, proforma review, narrative edits, budget tracking, and client inquiries.
• Prepare expense reports and process vendor invoices.
• Coordinate domestic and international travel arrangements.
• Prepare, edit, format, proofread, and finalize legal and business documents.
• Organize and maintain client files, including records retrieval and off-site storage coordination.
• File legal documents with state and federal courts; e-filing experience is required.
• Prepare annual and supplemental audit letter responses.
• Prepare quarterly Lobbying Disclosure Act reports.
• Coordinate conference calls, video conferences, client meetings, catering, and audiovisual requirements.
• Assist with special projects and provide support to team members as needed.
• Maintain the highest level of confidentiality regarding firm and client information.
• Utilize technology and firm resources to improve efficiency and client service.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Problem-solving

Adaptability

Client service orientation

Relationship building

Initiative

Education

Associate or bachelor's degree

MOS certification

Tools

Microsoft Office Suite

Job description

RESPONSIBILITIES

• Manage attorney calendars, scheduling meetings and coordinating with clients and colleagues across multiple time zones.
• Serve as a primary point of contact for clients, providing responsive, professional, and high-quality service.
• Review and prioritize attorney emails and phone calls, helping to manage workflow and administrative responsibilities.
• Maintain client and contact information within firm databases and marketing systems.
• Open new matters, conduct conflict checks, and prepare engagement letters.
• Enter, review, edit, and finalize attorney time entries.
• Handle monthly client billing, including electronic billing, proforma review, narrative edits, budget tracking, and client inquiries.
• Prepare expense reports and process vendor invoices.
• Coordinate domestic and international travel arrangements.
• Prepare, edit, format, proofread, and finalize legal and business documents.
• Organize and maintain client files, including records retrieval and off-site storage coordination.
• File legal documents with state and federal courts; e-filing experience is required.
• Prepare annual and supplemental audit letter responses.
• Prepare quarterly Lobbying Disclosure Act reports.
• Coordinate conference calls, video conferences, client meetings, catering, and audiovisual requirements.
• Assist with special projects and provide support to team members as needed.
• Maintain the highest level of confidentiality regarding firm and client information.
• Utilize technology and firm resources to improve efficiency and client service.

QUALIFICATIONS

• Strong organizational, prioritization, and multitasking abilities.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite.
• Exceptional attention to detail and commitment to producing high-quality work.
• Strong problem-solving skills and a proactive approach to work.
• Ability to adapt to changing priorities and deadlines.
• Commitment to outstanding client service.
• Ability to build effective relationships with attorneys, colleagues, and clients.
• Willingness to learn, take initiative, and contribute to a collaborative team environment.

PREFERRED EXPERIENCE

• Two (2)+ years of administrative support experience.
• Experience within a law firm or professional services environment.
• Legal billing and electronic billing experience.
• Knowledge of legal terminology, court procedures, and legal documentation.
• Microsoft Office Specialist (MOS) certification.
• Associate or bachelor's degree.

SCHEDULE

Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., with flexibility to work additional hours or adjusted schedules as business needs require.

In Baltimore, the expected base salary range for this role is $65,000 to $100,000.

This position is eligible for additional forms of compensation, which may include annual discretionary bonuses.

• Employees in this role are also eligible for benefits offered by the firm, subject to applicable plan terms and conditions, which currently include medical, dental, and vision insurance; a 401(k) retirement plan; and paid time off.

Please review this link for more information regarding employee benefits in the United States.

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells Cadwalader 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, protected Veteran status, or other factors protected by law.

Hogan Lovells Cadwalader complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at [e-mail].

Hogan Lovells Cadwalader brings together more than 3,100 lawyers across 36+ worldwide offices, combining global reach with deep sector expertise.

Strategically placed at the intersection of business, finance, and government.

Working seamlessly across practice areas and borders.

Our combination marks a new chapter.

Prepare to join teams of people that want you to succeed, where ideas move quickly, support is shared freely, and colleagues help each other grow, creating an inclusive culture where everyone can belong.

You’ll be challenged to perform at the highest level in an environment shaped by precision, judgement, and exceptional standards.

It’s a culture that expects excellence and gives you the opportunity to develop in every moment.

Hogan Lovells Cadwalader is a global law firm with offices in many jurisdictions and countries.

Some of the information displayed may not be applicable to the region in which you are applying, your individual situation or the local legal framework.

The system uses standard terminology that applies irrespective of whether you are/will be an employee, partner or self-employed.