Personal Assistant

The role

We are a truly global organisation with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific, and a superb pedigree in the Legal sector. We proud ourselves on our award winning highly innovative approach, which has won us clients ranging from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, across all sectors. 

We are recruiting a Personal Assistant to provide executive secretarial and administrative support to the Managing Partner of the Luxembourg office. 

The primary purpose of this role is to provide a high quality, efficient and proactive administrative, organisational and logistical assistance to the Managing Partner, so that he can focus on driving the office growth and strategy whilst being comfortable that key operational deadlines, as well as client-related ones, are appropriately monitored and met. This role includes both interactions with clients as well as active liaison with local/ international teams. 

You will assist the senior executive to maximise the amount of time he devotes to fee generating and strategic activities, by taking ownership of monitoring and following-up on a variety of tasks thus assisting him in the management of his day-to-day workload. 

This is a role for a highly reliable, proactive, self-motivated, result-oriented and enthusiastic professional with proven track record as a well-organised executive assistant capable of carrying out a variety of specialised and confidential secretarial and administrative tasks.

Will you have the skills, knowledge and attributes to work flexibly within our fast moving and changing environment? 

MAIN DUTIES AND RESPONSIBILITIES

Monitoring of agenda: 

o    Proactively manage, monitor and maintain Managing Partner’s diary. 
o    Assist in screening calls, emails, and other communications in order to flag to dos, monitor tasks, send relevant reminders and ensure delivery within deadlines.

Administrative assistance and workflow management:

o    Take ownership of Managing Partner’s administrative tasks.
o    Coordinate meetings with internal and external clients, ensuring all work activities are scheduled effectively, including the identification and resolution of potential challenges.
o    Actively engage with the workflow and define priorities.
o    Proactively prepare meeting agendas, presentations and meeting papers, including print production.
o    Organise and manage travel arrangements; prepare key documents including visas, correspondence (invitation letters), invoices and expense claims.
o    Work collaboratively with the rest of the administrative team to provide comprehensive administrative support, take ownership and ensuring the work is executed in the most efficient and appropriate way.
o    In close coordination with the reception desk, manage booking of meeting rooms, conference and video facilities; liaise with attendees, and make sure they receive first class hospitality experience.
o    Deal with external and internal telephone calls and queries in a professional manner and relay messages to the relevant person.
o    Amend and reformat documents, where appropriate, ensuring that completed documents are delivered accurately in line with state-of-the art quality standards.
o    Perform variety of office and personal matters (if needed)

Billing:

o    File management, organise and open matters, close files, archive and ensure that all relevant documents are filed electronically, and paper based, when required.
o    Manage the billing process using SNAP (internal financial system). Assist 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.
o    Create bills, disbursements, create and amend narratives as well as requesting for credit notes and inter-office bills, and liaise with international offices where necessary.
o    Complete financial reports where required for internal systems, highlight outstanding earnings to be billed, and update client where needed.
o    Preparing recurring fee estimates for clients.

ABOUT YOU

• You are fluent in English. French is an asset.
• You have professional discretion in dealing with confidential matters.
• You have proven experience as an executive assistant or other relevant administrative support experience.
• You demonstrate flexibility, and ability to manage a high workload and meet tight deadlines.
• You have the ability to meet business demands and work with demanding stakeholders.
• You are a team player with a positive ‘can do’ attitude, common sense, flexible.
• You are proficient in Microsoft Office.
• You have first-class organizational skills. 
• You are proactive and able to take initiatives and work with minimal supervision.
• You have excellent attention to detail; ability to work quickly and accurately under pressure.
• You have interpersonal understanding and problem-solving ability.
• You demonstrate a capability to manage and understand the end-to-end billing process of legal firm.

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.