PA/Office Manager

Brussels - porte de Namur
  • Legal Assistant
  • Management Assistant
  • Personal / Executive Assistant
  • Office Management / Facilities
  • Brussel centrum
  • Vast voltijds

Je functie

Located in the Brussels office, the role would suit an enthusiastic individual with a track record of providing legal PA support.

The role includes but is not restricted to, the following duties:

  • Excellent standard of typing ensuring accurate reproduction, document collation and presentation and checking draft documents and correspondence after amendment.
  • Compiling and indexing completion documents, reports on clients, bundles of pleadings (where relevant), court documents, cost schedules etc. with minimal supervision.
  • Submission of documents to court, physically and digitally.
  • Exhibit file folders.
  • Administration tasks in relation to the Brussels Bar.
  • Designing presentations using PowerPoint.
  • Excellent organisational skills with an ability to run fee earner's diary and schedule using discretion to prioritise meetings.
  • Organising national and international travel (where applicable) and coordinating efficient itineraries to ensure fee earner’s schedules maximises best use of time.
  • Has an ability to monitor progress of a matter and ensuring key dates are not missed.
  • Proactively managing fee earners, checking voicemail and email in fee earner's absence, managing electronic diaries and reminding fee earners of forthcoming meetings and ensuring relevant paperwork/client files are up to date and at hand.
  • Arranging meetings and any other work-related social arrangements with no supervision.
  • Manage a comprehensive filing system both hard copy and electronically.
  • Answer telephones in a prompt and efficient manner.
  • Maintaining client confidentiality.
  • Ability to deal with incoming enquiries in an appropriate manner and able to deal with those that do not require fee earner assistance.
  • Able to draft simple letters without supervision.
  • Where relevant ensures Partners / fee earners timesheets are recorded, using Aderant, in an accurate and timely manner.
  • Liaising with Compliance to ensure all documentation regarding new clients and matters are completed correctly and that all supporting documentation is supplied by the client.
  • Management of the billing and disbursement process with the relevant Partner / fee earner / Revenue Controller to ensure the bills return to the finance department within the specified time frame.
  • Liaison with Office Services in the UK regarding administrative requirements e.g. scanning, photocopying, meeting room, hospitality and chauffeur bookings.

The role will also include some office and facilities administration duties including stock/stationary management, ensuring the reception desk is managed effectively, office expenses.

Je profiel

  • Experience of working in a PA role within a fast paced, challenging and confidential environment.
  • Experience of working for Partners or Senior Managers within a professional services environment.
  • Excellent knowledge of Word, Excel, Outlook (email and diaries), PowerPoint and PDF software (e.g. PDF Docs/Adobe Acrobat).
  • Fluency in English and Dutch, with an operational level of French.
  • Ideally, already familiar with electronic document management and filing systems.
  • Self‐starter and ability to work autonomously and as part of a team.
  • A highly organised, methodical approach to work with a strong focus on accuracy.
  • Proactive, 'can do' approach.
  • Excellent attention to detail.
  • Effective communication skills.
  • A proactive attitude and desire to achieve high standards.
  • Strong organisational skills and methodical work processes.
  • Ability to organise and manage deadlines and prioritise workload.
  • Ability to work in a team and independently.

Onze opdrachtgever

Our client is a law firm that specialises in media, technology and intellectual property.

Their culture is unique among law firms – both in what they expect from the people and the way they create value in the industries they serve. The firm empowers people, expects commitment and excellence, and celebrates when they achieve it.

Office location: Brussels - porte de Namur

Onze opdrachtgever biedt

  • small international office where you can make the job your own
  • very broad position in a friendly and informal team where the assistants'role is genuinely valued
  • permanent and full-time contract, competitive salary package with extra-legal package and home office possibility

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