Job description
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
The Human Resources Assistant performs a wide variety of administrative tasks, which includes a high level of customer service and support to all locations across the Americas. The Human Resources function is responsible for strategy and execution of programs and practices that help attract, motivate and retain talent, delivering exceptional results and ensuring the long-term success of the firm. The HR Assistant will share our commitment to hard work, innovation, increased scalability, and being dedicated to serving our internal clients. The team of HR assistants in the Global Business Services Center, “ GBSC” are responsible for providing administrative support to the HR function across the Americas. The focus is the delivery of core HR processes for all employees and partners with standardized, efficient and responsive high quality work. Functions may include a variety of tasks including but not limited to onboarding coordination, recruiting support, entry and audit of HRIS data, electronic filing and maintenance of personnel information, training registrations and administrative support of events, reporting, vendor tracking, gifts/awards administration, and vendor tracking.
ROLES & RESPONSIBILTIES
ADMINISTRATIVE
- Provide administrative assistant support to the People Directors and Managers in the Americas.
- Assist the Directors, HRIS and Business Services Recruiting teams with the coordination of surveys, reports and client request for proposals
- Schedule and maintain calendar appointments, meetings, and interviews; e-mail appointment schedule, coordinate visitors or video meetings on a daily basis to include preparation of meeting materials/presentations and arrangements for such meetings (video conference/audio conferencing, meeting rooms, catering requests, etc.)
- Coordinate travel arrangements through the in-house Travel Department
- Prepare accurate and detailed expense reports in a timely manner and processes invoices for human resources services, assuring proper general ledger postings
- Answers telephones and accurately takes and relays messages, as requested
- Provide administrative and coordination support for training, development and diversity onsite and off location events including but not limited to registrations, logistics, certification tracking, CLE reporting, etc.
- All members of the firm are expected to participate in our Global Citizenship program.
- And other projects as assigned.
Human Resources
- Maintain applicant files including the preparation, e-filing, and maintenance of all employment files and related materials on a daily basis
- Enter all new hires and temporary/contract employees into the intake system (Workday) in a timely manner and keep track of required policies and training due to compliance
- Support administrative HR system changes such as job change, title change, salary change, employee attribute changes, etc., process terminations and schedule exit interviews
- Update employee HR data as needed, such as education, certification, bar admission, JD year, Class year, Comp Year, billing rate, timekeeper number.
- Support administrative HR system changes such as job change, title change, salary change, employee attribute changes, etc.
- Prepare, coordinate, maintain, update and e-send offer letters and welcome packets as appropriate with all necessary documents
- Work closely with the Business Services Recruitment team in supporting overall recruitment activities for all US offices; coordinates the workflow and activities with the other HR Assistants and Coordinators
- Coordinate orientation schedules for new hire orientations. This will include compiling and maintaining accurate information on all new hires and preparing new hire announcements and materials for orientation as well as presenting HR relevant policies and information
- Administer appropriate applicant testing while monitoring the application process. Evaluate test results, ensuring it is accurate and complete
- Conduct thorough reference checking and assist with other pre-hire and post-hire due diligence including background, client conflicts check, Bar verifications, Bar fees and reimbursements, relocation, new hire paperwork, welcome packets, etc. for all Business Services, lawyers, and other legal professional hires as required
- Update employee HR data as needed, such as education, certification, bar admission, JD year, Class year, Comp Year, billing rate, timekeeper number.
- Assists and completes a variety of reports and audits for a variety of functions.
- Maintain strong working relationships with internal and external clients, vendors, and job applicants
- If in the office, greet and escort applicants upon arrival for scheduled appointments in a professional and courteous manner
- Assist with the overall interviewing and hiring of candidates including posting open positions on appropriate job boards, scheduling of candidates for the in person and/or video interviews; track, update, and process candidates in Applicant Tracking System (Workday Recruiter).
QUALIFICATIONS
- Minimum one year of experience working in a Human Resources department within a large law firm or professional services firm preferred
- College degree or related Human Resources course work is a plus
- Familiarity with recruitment databases desired (i.e. Workday)
- Proficiency with the Microsoft Office Suite
- Must have strong attention to detail, solid organizational skills, and an ability to multitask and meeting deadlines which are critical in this position
- The ability to interact professionally with all members of the firm, internal and external clients and vendors
- Strong verbal and written communication skills are essential
- The ability to maintain confidentiality at all times is critical.
HOURS
- Monday through Friday, 9:00 a.m. to 5:30 p.m. (with one hour for lunch), with additional hours 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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