Personal Assistant
Brussels
Permanent
Selection & Interim
Our client is a global law firm that provides a comprehensive worldwide service to national and multinational corporations, financial institutions and governments. They're looking for a personal assistant who will assist a partner and a team of lawyers (diary and email management, meetings, travel arrangements, invoices, events, ..). The ideal candidate should have 3-5 years of experience in a similar position, excellent command of the MS office, Dutch and English, and a great sense of organisation and priorities. They offer a permanent contract with benefits, and a stimulating job within an international environment.
Description
- Acting as a personal assistant to a partner and/or a number of lawyers, including diary management, handling of correspondence both interally and externally, preparing presentations, answering phone calls and taking messages ;
- Apply excellent diary management skills to deal with, often complex, travel arrangements. Much of this work will include international travel and hotel booking, making client meeting arrangements and invoicing travel expenses ;
- 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 ;
- Extensive email management, including filing all client or department related emails as appropriate and dealing with queries in lawyers’ absence, including corresponding with clients, other lawyers and agencies ;
- 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 despatched 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.
Your profile
- Ideally 3 to 5 years of experience, preferably in a similar function ;
- IT literate: MS Office (especially Word and Excel) ;
- Languages: native level of Dutch and French with full English professional proficiency. Any other EU language is an asset ;
- Formal secretarial qualification (and experience) is an asset ;
- Team player, ability and drive to show initiative, and not merely take instructions ;
- Sense of discretion and priorities ;
- Self-learner, reliable, flexible, stress-resilient ;
- Good organisational and communication skills, ability to deal with people at all levels.
Offer
- A permanent contract ;
- Extra-legal benefits: meal vouchers, ecovouchers, group insurance / hospitality insurance, net representation costs, public transport, ... ;
