Management Assistant

Reference: 10031170 BrusselsBrussels PermanentPermanent OutsourcingOutsourcing
Work with supervisor as part of a management team to provide comprehensive Secretarial and management support, taking ownership and ensuring the work is executed in the most efficient and appropriate way, provide back-up;File management; organizing and opening of matters, closing of files, archiving...

Description

  • Work with supervisor as part of a management team to provide comprehensive Secretarial and management support, taking ownership and ensuring the work is executed in the most efficient and appropriate way, provide back-up;
  • File management; organizing and opening of matters, closing of files, archiving and ensuring that all relevant documents are filed electronically and paper based, when required;
  • Managing the billing process using Elite. Assisting fee earners by liaising with other parties to raise invoices. Liaise with other global offices to follow relevant procedures, managing fee earners to complete all necessary time recordings or to enter their time recordings on their behalf;
  • Reviewing, proofreading billing drafts on a monthly basis and submitting to attorneys for review and approval;
  • Process matter maintenance request such as address changes, discount requests etc.;
  • File client information on a consistent basis;
  • Pulling together information from various software and ensuring a seamless match;
  • Work closely with the Finance department to follow-up outstanding accounts;
  • Create bills, disbursements, create and amend narratives as well as requesting for credit notes and inter-office bills, and liaising with international offices where necessary;
  • Complete financial reports where required for internal systems, highlighting outstanding earnings to be billed, and updating client where needed;
  • Proactively manage and maintain fee earner diaries; coordinating meetings with internal and external clients, ensuring all work activities are scheduled effectively, including the identification and resolution of potential challenges;
  • Managing booking of meeting rooms, conference and video facilities; liaising with attendees when needed, and making sure they receive first class hospitality experience;
  • Dealing with external and internal telephone calls and queries in a professional manner and relaying messages to the relevant person;
  • Organizing and managing travel arrangements; preparation of key documents including visas, correspondence (invitation letters), invoices and expense claims;
  • Amending and reformatting documents, where appropriate, ensuring that completed documents are delivered accurately to a high standard;
  • Preparing presentations and meeting papers, including print production;
  • Manage group and fee earner contacts to ensure they are up-to-date;
  • ...

Your profile

  • Bachelor or master degree
  • At least 2 - 5 years experience in a administrative role
  • Very good knowledge of Dutch, English and French
  • proactive, hands-on and positive mindset

Offer

Our client is active in the legal sector.
We offer you a permanent contract with a wide range of extralegal benefits.
As consultant you will carry out various assignments at our clients in a professional work environment where initiative is valued.

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