Personal Assistant
il y a 4 semaines
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
Hogan Lovells Legal team in Brussels currently has an exciting opportunity for a highly organised, dynamic and Tech Savvy Personal Assistant (PA).
The PA shall assist the assigned lawyers in providing a professional, responsive and high quality service to the firm's clients. They will acquire a thorough knowledge of the workings of the firm in order to make effective use of all business services departments. The PA shall be responsible for ensuring that all pending tasks are promptly and accurately executed. The position would suit someone who is up for a challenge, flexible and enjoys working with a diverse and international team. They should be a resourceful team-player, as well as, extremely effective independently with an outstanding eye for detail.
- Organise and prioritise workload and keep a level headed approach in a busy
working environment.
- Take accurate and comprehensive telephone messages for lawyers and deal
with queries from internal/external callers helpfully and professionally.
- Arrange conference calls, lunches, travel and help with the preparation of
internal and external meetings and events.
- Maintain up-to-date filing systems to allow lawyers to find and use documents
easily and efficiently. Assist with document management including the secure
storing/archiving of files.
- Format, photocopy, scan, print and bind documents as required.
- Produce accurate, attractive and well-presented documents from unformatted
text and data using PDF, Word, PowerPoint, and Excel and in line with the
firm's house style.
- Effectively manage lawyers' Outlook calendar.
- Compiling monthly reports.
- Efficiently use the various company IT systems including:
- Pro-actively manage lawyers' client contacts using the firm's contact
database.
- Client billing and follow up on outstanding bills with clients'
administration.
- Ensure that lawyers' time is entered on our time management system.
- Prepare and follow up on lawyers' expense notes.
- Work closely with lawyers to keep their online bio updated.
- Open new client matter accounts and draft engagement letters.
- Perform any other duties as requested by lawyers or the Practice Manager in
the general interest of the office.
What are we looking for:
- At least 3 years' experience in a similar role in a professional services
environment, with preferably an advanced knowledge of all aspects of
secretarial management.
- Previous legal background or experience working in a legal environment would
be a strong asset.
- A degree in administrative management or equivalent is preferred. Experience
can be a substitute for qualifications.
- A perfect English speaker both written and spoken; any other language is a
strong asset.
- Strong written communication and computer skills with advanced knowledge
of PDF and MS Office tools. You also have strong document management
proficiency.
- Must be adaptable to various competing demands, trustworthy and able to
demonstrate absolute discretion towards colleagues, clients and external
relations.
- An enthusiastic team member who demonstrates a helpful and can-do attitude.
- Strong listening and problem solving skills; you are able to think on your feet
and are resilient.
- A reliable and attentive to detail with exemplary planning and time
management skills.
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