Executive Assistant

Secretarial Services

Job Reference

220001AV

Function

Secretarial Services

Category

Business Professionals

Location

Milan, Italy

Schedule

Full-time

The role

THE OPPORTUNITY

Our ambition, your journey.

We are recruiting a talented Executive Assistant to support our fee earners in our Milan office.

DLA Piper has a unique approach to our legal secretarial function. This approach allows us to stretch and develop your skills ensuring you are given interesting work at an appropriate level whilst making sure you are not over-burdened.

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-today workload. 

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. 

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
  • Proactively manage and maintain fee earner diaries; coordinating meetings with international and external clients, ensuring all work activities are scheduled effectively, including the identification and resolution of potential challenges
  • Ensures all work (other than confidential) is directed through the team and works hard to make sure fee earners follow this process
  • Undertakes all aspects of the role using the most appropriate tools and resources for the task to meet deadlines
  • Demonstrates flexibility and proactively contribute to the team's success by actively seeking to improve working processes
  • Ensures all work is undertaken in the correct priority order
  • Devises a plan to share complex tasks which are time bound
  • Proactively engages with and assists fee earners regarding work requirements and encourages and supports all team members to utilise the team
  • Communicates with fee earners to keep them appraised of a task's status
  • Engages in mutual delegation of tasks between team members and assist the team to meet deadlines
  • Ensures clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (e.g. email instructions/discussions)
  • Follows team processes and procedures when undertaking tasks
  • Collaborates with team members on team processes, procedures and solutions - ensuring more junior members of the team understand and adhere to these
  • Actively participates in team meetings

ABOUT YOU

  • Relevant experience as a legal secretary and/or executive assistant 
  • IT literate with high level of proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook) & Lync - Skype for Business, Teams and Zoom
  • Excellent diary management
  • Exemplary document management and filing
  • Excellent telephone manner
  • Excellent organisation and prioritisation skills
  • Applies knowledge and judgement to solve problems and make decisions
  • Friendly, personable and approachable
  • Excellent communicator- both written and verbally in Italian and English
  • Adaptable and flexible
  • Confident and professional
  • Conscientious and diligent

ABOUT US

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.

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.

We support anyone with a disability or long term health condition to ensure they have the opportunity to perform at their best. If you have not done so already, please let us know if you require any support so we can make the right adjustments and considerations should they be required.

AGILE WORKING

We know 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, 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 references from previous employers.