Executive / Personal Assistant
il y a 1 jour
Freshfields Bruckhaus Deringer LLP is one of the leading international law firms, with a total staff of approximately 6,000 people, working across 29 offices in 17 countries. We provide a comprehensive worldwide service to national and multinational corporations, financial institutions and governments.
With a team of over 180 people working in the Brussels office and 20 different nationalities, we offer a truly international working environment.
Key Tasks
- Acting as a personal assistant to a partner and/or a number of lawyers, including diary management, handling of correspondence both internally and externally, preparing presentations, answering phone calls and taking messages.
- Organising, co-ordinating and arranging meetings for clients and lawyers by sending out meeting requests, liaising with parties involved and coping with ad hoc client and networking events such as breakfast/lunch meetings; conferences etc.
- Administration of all files (paper and electronic). Ensuring that all internal and external correspondence, original documents and notes are filed.
- Billing: assist in production of invoices, this includes various tasks; collating information, checking drafts, liasing with partner, associates and billing team to ensure the invoices are dispatched correctly and on time, using 3E and Intapp systems.
- Other tasks: Providing ad hoc assistance to visiting partners/senior associates when required; updating client contacts, client lists and other mailing lists using internal global systems; occasional exterior missions (to agencies, clients,).
- The above list of key tasks is indicative and non-exhaustive, and an assistant may have more or less tasks to handle at any given time.
Specific job requirements
Experience
- Ideally 5 years of experience in a similar function.
Knowledge
- Languages: Excellent command of French or Dutch (equivalent to native), with full English proficiency and good working knowledge in the other national language.
- IT literate: MS Office (especially Word and Excel).
- Formal secretarial qualification is an asset.
Additional qualities/skills
- Team player, able to build good working relationships with colleagues.
- Ability and drive to show initiative, and not merely take instructions.
- Must always have a mature attitude and be able to adhere to confidentiality practices, as you will deal at times with sensitive and confidential information.
- Self-learner, reliable, flexible, job conscious and helpful.
- Good communication skills, ability to deal with people at all levels.
- Positive, pro-active, professional attitude, able to remain calm under pressure and able to work to tight deadlines.
- Ability to prioritise and use initiative.
- Good organisational skills and attention to detail.
- Good presentation skills and self-confident.
- Sense of humour.
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