Executive Assistant for International Law Firm

Type vacature
Optie vast contract


1. Maintains a leadership role in both team- and firm-related projects and activities; assists with lawyer committee work,
pro bono projects and other public relations activities.

2. Provides general administrative support including, but not limited to, managing attorneys’ inbox, updating calendars and contacts, reviewing and routing internal and external mail and managing client matter files and folders; monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g.,faxes and client documents).

3. Organizes and maintains client and workroom files in accordance with records management guidelines; maintains,

organizes and clears workrooms as needed; maintains and monitors electronic files in EMF (i.e., correspondence and
client documents); ensures timely closing of files.

4. Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts,rough notes or tape dictation; drafts transmittal letters and standard memoranda; reviews and proofreads all outgoing materials; performs document clean-up for all external documents, applying document styles and Innova applications as needed, in accordance with firm standards.

5. Provides telephone coverage for team(s) and work group; delivers messages; arranges conference calls with clients and other outside parties; has working knowledge of photocopy, videoconferencing, scanning and fax equipment; keeps coverage group abreast of attorneys’ and assistants’ schedules (i.e., daily calendar or otherwise). Responds to complex inquiries.

6. Arranges appointments, coordinates meetings, reserves conference rooms, arranges for teleconferencing and equipment set-up and coordinates menu needs through caterers; coordinates travel arrangements and submits reimbursement requests in a timely manner.

7. Makes arrangements for and performs various support services

8. Assists with lawyer CLE management, including maintenance of CLE certificates, awareness of CLE hours balance and CLE hours still needed by cutoff date and enrollment in CLE programs.

9. Takes initiative in providing team and office overflow assistance. Provides team support to include assistance with
visiting attorneys and guests.

10. Utilizes the firm’s Intranet websites and resources to assist lawyers. Maintains personal research and resource files for attorneys utilizing the firm Records Management system to ensure all files are catalogued and tracked.

11. Utilizes current applications supported by the firm and team and demonstrates thorough knowledge of how to use the applications fully and effectively; provides training to staff and lawyers on these features; develops and maintains virtual workrooms for clients.

12. Assists in the preparation and compilation of various practice area-related business development materials for pitches and RFPs.; updates the lawyers’ biographies.

13. Submits names of potential clients and additional details to Business Intake; drafts engagement letters for new clients and prepares the new matter and new client form on eHunt; coordinates all letters and forms at the end of a

14. Assists with non-billable and billable client work as requested to

Functie eisen

1. Education: minimum high school diploma or equivalent required.

2. Experience:
Prior law firm experience preferred; former general office experience required. Has an in-depth and

comprehensive knowledge of firm and team-specific software used in the execution of professional assistant

responsibilities including, but not limited to, word processing, document management, file management,

spreadsheets, calendaring, and time management. Proficiency in Microsoft Office 2003, EMF, Adobe, and other

firm software applications required. Fundamental accounting aptitude, proficiency with accounting software and

experience in interpreting and analyzing client accounting reports preferred.

3. Dutch mother-tongue or equivalent level. Fluency in English. Other languages an asset.

4. Other Minimum Qualifications:

Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate

a large volume of work and pay strict attention to detail. Excellent communication skills. Spelling, punctuation and

use of grammar must be of high quality. Must exercise initiative in problem solving and be capable of making

sound decisions in the absence of clear instructions and be multiple task oriented. Ability to work under pressure

and maintain flexibility regarding work assignments. Flexibility to work overtime on short notice required. To

perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of

the responsibilities described above. Examples include: ability to work well under pressure, patience, diplomacy,

high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to

changing conditions. Visual acuity needed for transcription, extensive reading and input (typing) of information into

computer. Ability to receive and convey detailed information through oral communication. Essential competency

processes include language ability, reasoning and memory.

Wat wij bieden

Our client offers you a full time and fixed contract. An interesting salary package and the possibility the learn and grow in an dynamic and international company.

Meer info? Contacteer ons

Secretary Plus Brussel
+32 (0)2 289 06 90