Maintaining filing system for fee-earner(s), creating new files and archiving old files
Keeps cases organized by establishing and organizing files; monitoring calendars; meeting deadlines; documenting actions; inputting information into file database and case management software.
Supports case preparation by preparing case summaries and materials pleadings;
Manage agendas, schedule and confirm appointments for clients and other contacts (both internal and external).
Complete forms in accordance with company procedures.
Make copies of correspondence and other printed material.
Take dictation in shorthand or by machine, and transcribe information.
Learn to operate new office technologies as they are developed and implemented.
Order and dispense supplies.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
First contact with internal and external client :
Answer telephone calls and give information to callers, take messages, or transfer calls to appropriate individuals.
Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
Compose, type, and distribute routine correspondence
Monitor Outlook Inbox
Finances – billing
Prepare and monitor monthly billing with respect for budgets and agreements, maintain case costs by verifying outstanding balances with attorney, clients, and providers.
Follow up on payments, prepare, check and follow up on payment reminders.
Manage expenses / expense notes for fee earners, keep records of collections and disbursements. Liaise with accounting.
Marketing – networking – business development :
Assistance in publishing newsletters, promotional material, and other information by gathering information; preparing and editing articles; designing graphic presentation; producing and distributing.
Coordinate global network of employment lawyers: contacts, data sheets, intranet page, publications on own website, newsletters, international meetings, …
Conduct searches to find needed information, using such sources as the Internet.
Manage projects, and contribute to team work.
Maintain scheduling and event calendars.
Organizing materials for (technical) team meetings.
Prepare documents & publications for internal and external meetings, events, conferences, seminars. Liaise with translator and marketing department.
Organise/coordinate internal seminar: room, catering, IT, invitations, hand ouds with documents, badges, …
Follow up on all practical aspects of external seminars/events/meetings: location, travel, hotel arrangements, parking, catering, documents, …
Arranges travel and meetings by developing itineraries and agendas; booking other transportation; arranging lodging and meeting accommodations.