Management Assistant - Corporate Finance Department

Linklaters LLP

Management Assistant - Corporate Finance Department

Linklaters LLP

Brussels, Belgium

Purpose of the role

  • Providing a high quality, efficient and effective secretarial service to the practice.

Key dimensions

  • Primarily to act as Management Assistant to designated lawyers;
  • Undertake all aspects of the secretarial role using the most appropriate tools and resources for the task to meet deadlines;
  • Demonstrate flexibility and proactively contribute to the practice group success by seeking to improve working processes;
  • Demonstrates a good understanding of the business and strategy of the firm and the practice groups;
  • Anticipates needs of clients and colleagues and take action accordingly;
  • Provide full billing support.

Key responsibilities and challenges

Office management (including email, meeting and travel organisation)

  • Diary management: arrange meetings and conference calls, liaise with clients, prioritising and rescheduling meetings as appropriate;
  • Co-ordination of travel arrangements and itineraries, booking flights and hotels, taxis and compiling documents for trips as necessary;
  • Proactive monitoring and management of emails as required;
  • Assisting in the organisation and preparation of materials for events/conferences as necessary;
  • Assisting with ad-hoc projects;
  • Prompting processing of expences (including invoicing/Readsoft queries).

Document production

  • Proficient use of Word, PowerPoint and Excel to assist in the preparation of documents, presentations, spreadsheets and charts;
  • Checking, proofreading of document and making amendments if necessary.

Billing management

  • Take responsibility for the preparation of bills, and bill narratives;
  • Request draft bills and review for accuracy;
  • Submit bills to the billing team and discuss with matter managers;
  • Take responsibility for the processing and accuracy of invoice changes;
  • Confirm client specific information required for billing purposes;
  • Make sure instruction to close the matter is given together with final bill/write off instruction;
  • Prepare e-mails and cover letters on behalf of matter manager for sending of invoices.

Matter management

  • Prepare online matter opening process based on relevant information received and take steps to ensure full and correct completion of the new matter opening form;
  • Liaise with principals, conflicts, matter management and finance teams on matter administration;
  • Monitor work in progress and chase matter managers to bill, as required and promote a better spreading over the month;
  • Ensure fee updates are given on a regular basis;
  • Master desktop finance support applications (e.g. NIM);
  • Preparation of engagement letters and submission to Engage. Follow up where engagement letters are not in place.

Client relationship management

  • Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required/action where necessary;
  • Managing confidential data;
  • Deal with visitors, client in a confident and professional manner;
  • Collating and printing documents for meetings;
  • Support client events by making bookings, getting tickets, issuing invitations.

Marketing related tasks

  • Entering, maintaining and updating clients details and relevant information in the firm’s client book system;
  • Support marketing team with sending of mailings (mail merge for Christmas cards, invitations);
  • Create, maintain and update profiles of lawyers;
  • Maintain and sending monthly list of clients contacted, assistance at seminars or events;
  • Ensure brand compliance on client communications (e.g. presentations);
  • Tracking client contact and updating ‘trackers’;
  • Organise internal/client events;
  • Ensure fee earners update CVs;
  • Draft pitch présentations.

Knowhow related tasks

  • Update legal documents database and related internal documents;
  • Upload knowhow documents in the database;
  • Prepare presentations and update internal documents related to conferences;
  • Update agenda, calendars (people news, conferences, practices’ lunches).

Translation

  • Complete translations;
  • Coordination and contacts with external translators;
  • Proof-read translations for errors and sense.

Risk management

  • Actively support processes which minimise the firm’s exposure to risk i.e. matter opening, information barriers and eFiling;
  • Monitor compliance with terms of business/engagement letter policy in place.

Contribution to the team

  • Initiate and maintain regular dialogue with fee earners to manage all day-to-day tasks;
  • Work proactively as part of a team to ensure time is used effectively; use all available firm wide resources to meet pressured deadlines;
  • Be proactive in personal development;
  • Attend training to keep up to date with firm wide procedures;
  • Support firm wide IT systems rollouts;
  • Support fee earners in the use of IT systems and firm wide procedures;
  • Contribute, where required, to firm wide projects which relate to secretarial services;
  • Is able to provide feedback to peers and colleagues at different levels in an open and constructive way.

Expertise

Strong office skills

  • Demonstrates high level of proficiency with Microsoft office tools;
  • Demonstrates high level of knowledge of Linklaters systems;
  • Implements and applies house styles rigorously in all documents and correspondences.

Displays creativity & innovation

  • Is open to new ideas and perspectives;
  • Demonstrates positive and flexible attitude towards implementing new solutions/ways of working;
  • Contributes ideas to the team.

Delivers strong problem solving

  • Considers alternative and creative ways of solving problems;
  • Asks proactively questions to clarify understanding of complex issues/data.

Demonstrates commercial awareness

  • Asks questions to understand expectations of the role;
  • Understand the business and the strategy of the firm.

Delivers high performance and results oriented

  • Manages own time to complete multiple, competing tasks and to meet deadlines;
  • Takes responsibility to deliver high quality of work;
  • Actively develops technical knowledge and skills;
  • Keeps up to date in line with business needs (e.g. keeps abreast of new office technology).

Communicates effectively

  • Communicates clearly and openly with others;
  • Shows an understanding of the needs of the audience;
  • Ensure written communication is well structured and concise;
  • Responds to others promptly;
  • Shows empathy for others’ needs;
  • Actively looks to understand personal impact.

This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

As a responsible business, it is important that we represent the diversity of our people, our clients and our communities. We know that diversity makes us a better law firm and helps us attract the best talent, drive innovation with diversity of thought, and deliver the best experience to everyone who comes into contact with us. We recruit on the basis of merit, irrespective of age, disability, gender, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or any other status protected by the laws or regulations in the locations where we operate.

Selection decisions, and the reasons for those decisions, are recorded at each stage of the selection process. Selection criteria and, where appropriate, technical skills tests are in place to measure an individual’s ability for the safe and effective performance of a job. Those involved in recruitment and selection decisions and processes are also provided with guidance on diversity issues. If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance.

Specific experience requirements advertised on a role do not intend to preclude applications from candidates who may have more or less experience. Our intention is only to indicate a guideline as to the necessary skills for the role as described.

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© EuroJobsites 2019

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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