Junior Executive Assistant

Secretarial Services

Job Reference

3658

Function

Secretarial Services

Category

Business Professionals

Location

Milan, Italy

The role

We are seeking to hire a Junior Executive Assistant to support our team in Milan, Italy. 

Working at DLA Piper means joining a team of dedicated colleagues who believe in creating an environment of excellence, boldness, support and collaboration. At DLA Piper, personal and professional development go hand in hand in an inclusive culture. 

As a Junior Executive Assistant, you will provide highly quality administrative support to Partners, Lawyers and Tax Consultants in our office in Milan, Italy. 

You will be key to enabling your team of Lawyers / Tax Consultants’ legal and tax services to clients. Furthermore, you will assist them with your knowledge and expertise in the management of their day-to-day workload, and in their business development efforts. 

This is a role for a proactive and enthusiastic individual who thrives on delivering results and who is looking to build a career as part of a leading global law firm. You will have the skills, knowledge and experience to work flexibly within our fast paced and changing environment. 

MAIN DUTIES AND RESPONSIBILITIES 

  • Pro actively manage and maintain fee earners’ diaries, making appointments and coordinating internal and external meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes. 
  • Organise meetings, ensuring rooms and conference facilities, if necessary liaising with internal and external attendees, and making sure that hospitality is in place. 
  • Manage internal and external telephone calls and e-mails (including certified e-mails) in a professional manner and take clear and concise messages. 
  • Organise travel arrangements through the travel desk, booking and confirming reservations, flights, trains, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries. Prepare key documents including Visas, correspondence (including invitation letters), travel invoices, expense claims, and maintenance/filing of copies. 
  • Organise agendas, presentations and meeting papers, including print production and timely distribution and ensure that fee earners have all documents and adequate preparation time.
  • Draft and format documents, agreements, letters (also in mark-up mode), Powerpoint presentations, Excel sheets, ensuring a correct use of the firm’s templates and standards. 
  • Organise and take responsibility for file management, including closing and archiving of files and ensure that all relevant documents are filled electronically and paper-based, if required. 
  • Support the firm’s event team in the organisation of client events, keeping contact databases up to date. 
  • Cooperate with the local and international finance and billing teams, inserting time sheets, claiming expenses, retrieving the correct authorisations in line with the firm’s policies. 

ABOUT YOU

  • Previous experience as Junior Executive Assistant, ideally the legal services industry or an international organization 
  • Excellent organisational skills, with the ability to prioritise duties
  • Excellent communication and drafting skills in Italian and English  
  • Strong teamwork ethos and client service oriented approach 
  • “Can do” approach demonstrating a collaborative, supportive and flexible working style
  • Demonstrates accountability and professionalism with desire for self-development 
  • Detailed oriented and great working knowledge of Microsoft tools 
  • Demonstrates high level of integrity when dealing with confidential information 
  • Demonstrates flexibility with working practices in line with the business needs, especially in time of pressure and high workload
  • Fast learner, curious and always ready to embrace new challenges

ABOUT US

DLA Piper is a global law firm with lawyers and business service professionals 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.

OUR VALUES

In everything we do connected with our People, our Clients and our Communities, we live by these values:

  • Be Supportive – we are compassionate and inclusive, valuing diversity and acting thoughtfully
  • Be Collaborative – we are proactive, passionate team players investing in our relationships
  • Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
  • Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpins how we live our values and everything we do. We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work.

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

HYBRID WORKING

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, and where local legislation permits and where relevant, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and work-related references.