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Job Title

Marketing and Business Development Operations & Systems Coordinator – 6 Month Fixed Term Contract

Department

Marketing and Business Development (M&BD)

Office Location

Birmingham

Reports To

Head of M&BD Systems and Operations

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.

Firm Description

Hogan Lovells is one of the leading global law firms.  Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach.  Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa. 

With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally.  Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

In the UK Hogan Lovells has offices in Birmingham and London.  The Birmingham office opened in 2015 and has a number of practice areas including Corporate/Commercial, Disputes, Finance and Real Estate, as well as our Legal Delivery Centre and business services departments.  The office has trebled in size and moved into a new fitted out space in the Colmore Building.

Department Description

We have a well-established global Marketing & Business Development (M&BD) team, which supports the firm on a wide range of business development, client relationship management and reputational activities.  The team is divided into several key areas including Operations and Systems, Practice and Sector M&BD, Client Development, Pitches and Pursuits and Corporate Communications, which comprises Public Relations, Brand, Design, Events, and Digital.

Role Overview

Our growing and innovative M&BD department is looking for an M&BD Operations & Systems Coordinator, to provide support on M&BD tasks to our global team and to oversee the workflow for a team of Operations Assistants and Systems Data Stewards.

Reporting to our M&BD Systems Manager, the Coordinator will play a critical role in the service delivery of the firm's marketing activity and the deployment of our technology systems. They will work with colleagues in London & Birmingham (UK), Johannesburg (South Africa) and Louisville (U.S.A.) and take responsibility for managing work across the Ops & Systems teams.

The ideal candidate will have a background in M&BD but have very strong administration, data management and organisational skills, ideally within a legal or professional services setting.

Key Responsibilities

We estimate that 40% of this role is to coordinate workflow for two teams, our M&BD Operations team and our Systems Data Stewards:

• Managing workload across the team, requested via a Service Now form and monitoring delivery KPIs

• Allocates tickets and tasks for incoming work, balancing work across the team, depending on capacity and capabilities

• Leads on more complex requests, e.g. coordinates Mansfield data report / more challenging projects

• Advises Head of / Manager on system and process improvements and implements changes, to respond to KPIs and evolving system / user needs

• Liaising with M&BD stakeholders on tasks and managing expectations / providing realistic timelines for delivery of work product

We estimate the other 60% of time would be to deliver tasks requested of the Operations team:

• Researches and drafts business summaries using various internal and external research tools / data systems

• Comparative analysis of directory rankings year on year, using Legal 500 and Chambers directory data

• Updates pitch tracking data to allow Mansfield Report diversity data to be captured accurately

• Drafting social media posts and share queues in ClearViewSocial tool

• Completing research on client relationships (internal sources) and companies / market segments (external sources)

• Updating marketing materials in Word / Powerpoint

• Accessing and redrafting content for marketing documents, e.g. directories / awards / pitches / flyers

• Creating & sending newsletters or events in iPublish

• Building lists for mailings in InterAction

• Tracking content or data

• Generating reports

• Proofreading

• Paying invoices / processing expense claims within our invoice processing system

• Editing and sharing video content

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services.

All members of the firm participate in our Responsible Business program.

Person Specification

The Candidate

Experience:

• Proven experience (2+ years) in marketing or business development, preferably within a legal or professional services environment

• Extensive user support experience, including building strong relationships with your team and M&BD colleagues

• Proven experience of organising workflow, processes and managing, preferably through a tickets system across multiple workstreams

• Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams.

• Understanding of data privacy laws and regulations

System Skills:

Experience in all or some of the below tools and applications is preferable:

• Microsoft (Outlook, Teams, Word, PowerPoint, Excel)

• Service Now - workflow management

• Sharepoint intranet

• Upper Sigma Pitch and Proposal Tracker

• ClearViewSocial – social media queues

• Finance reporting hub

• InterAction CRM

• iPublish e-marketing system

• Introhive ERM

• Foundation Experience Management

• People Path Alumni Portal

• Hogan Lovells Creative Hub

• Research tool (Chambers and Legal 500 sites, Mergermarket, D&B Hoovers, Lexis Nexis, Manzama)

• Qumu & Storykit – video tools

• Chrome River Invoice Payments

Knowledge and Skills:

• Exceptional organisational and time management skills are essential and required

• Project Management experience would be preferable

• Excellent written and communication skills

• Analytical skills

• Ability to deal with a global, matrix organisational structure

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, marital and civil partnership status, pregnancy or disability.

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