Secretary - PA

DLA Piper

Secretary - PA

DLA Piper

Brussels, Belgium

THE ROLE

We are recruiting a Secretary to provide secretarial and administrative support to parnters and lawyers for one our practice groups in Brussels. You will provide the fee earners with effective, high quality support that appropriately meet their requirements, enabling them to focus on providing legal services to clients. Furthermore, you will assist fee earners to maximise the amount of time they are able to spend fee earning, undertaking business development activities, and assisting them in the management of their day-to-day workload. You may be required to undertake additional duties from time to time, where necessary.

This is a role for a proactive, self-motivated, enthusiastic and a professional individual who thrives on delivering results. You are looking to build a career as a Secretary or PA for a leading global firm. You will have the skills, knowledge and attributes to work flexibly within our fast moving and changing environment. This is a full time position (38 hours/week).

MAIN DUTIES AND RESPONSIBILITIES

  • Work collaboratively with the rest of the secretarial team to provide comprehensive PA, Secretarial and administrative support, taking ownership and ensuring the work is executed in the most efficient and appropriate way;
  • Actively engage with the workflow through the hub inbox, directing work through it and taking work from in in accordance with priority;
  • 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;
  • Organising 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;
  • File management; organising 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 (internal financial system). 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;
  • 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;
  • Manage group and fee earner contacts to ensure they are up-to-date;
  • Provide administrative support to fee earners with conflict searches and audit requests;
  • Assist on ad-hoc projects - for example, managing bundles, indexing documents etc..

SKILLS AND ATTRIBUTES

  • Bilingual French/Dutch speaker with excellent command of English;
  • Demonstrate flexibility, and ability to manage a high workload and meet tight deadlines;
  • Ability to meet business demands and work with demanding stakeholders;
  • Demonstrate a capability to manage and understand the end-to-end billing process of legal firms;
  • Previous experience as a legal Secretary;
  • Discretion in dealing with confidential matters;
  • Team player with a positive 'can do' attitude; common sense, flexible;
  • Proficient in Microsoft Office;
  • Very organised, and can plan, impact and influence;
  • Proactive and able to use initiative and work with minimal supervision;
  • Excellent attention to detail; ability to work quickly and accurately under pressure;
  • Interpersonal understanding and problem solving ability.

THE FIRM

DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world.

We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

At DLA Piper we are firmly committed to diversity and inclusion. For us, diversity isn't just about visible differences, it's the unique blend of talents, skills, experiences and perspectives that makes each of us an individual and we know it's crucial to have a culture and environment where those differences are genuinely valued.

We offer exceptional career opportunities to our lawyers, aspiring graduates, and business services professionals in a truly challenging and rewarding environment.

PRE-EMPLOYMENT SCREENING

Please note that, in the event that we make an offer of employment to you and where local legislation permits, we may conduct pre-employment screening that can include checks relating to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.

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© EuroJobsites 2018

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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