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Unique Office

Assistant ENG-GERMAN

Unique Office | Brussels | Full-time

Published on Jobat.be 19 days ago

Our client is a famous law firm who has more than 1000 lawyers in 13 offices all over the world. 


Assistant ENG-GERMAN

Job description

Responsibilities

• Coordinates and maintains effective office procedures and efficient work flow; complies with policies and procedures set by employer; establishes and maintains harmonious working relationships with supervisors, co-workers and clients etc.

• Works as an effective member of the designated secretarial team; provides cover during absence, picks up telephone calls for the group etc. and volunteers for overflow work assignments when time permits.

• Assumes responsibility for maintaining the highest level of confidentiality of all client and Firm information, records and files, both within and outside of the Firm.

• Day to day diary management for attorneys; schedules meetings, arranges business itineraries and coordinates travel arrangements.

• Communicates effectively with clients, making and taking calls as necessary. As and when requested, sorts and reads incoming emails and documents from clients for attorneys in their absence and files appropriately for necessary action.

• Types (audio and copy) and composes general correspondence, documents, memos, faxes, reports, PowerPoint presentations etc. from various sources (e.g., handwritten, notes and tape dictation.) Responsible for accuracy and clarity of final copy and ensures all work is returned in a timely manner.

• Utilises the Firm’s computer systems and software applications effectively as well as establishing and maintaining filing and records both in hard copy and in electronic format.

• Enters the relevant attorney’s time on a daily basis into 3E and ensures all time entries are finalised with Accounting Department by month-end deadlines.

• Manages the billing process for relevant attorneys to include liaising with billing coordinators as required.

• Arranges with Accounts Department for reimbursement requests for out of pocket expenses. Also requests the payment of invoices or cheques to be drawn to appropriate client/matter numbers.

• Maintains an up-to-date version of secretarial handover notes for each designated attorney.

• Undertakes any other ad hoc secretarial or administrative duties as requested.

Profile

Skills and Behaviours



• Excellent team player and demonstrate co-operation when helping others.



• Maintain good attendance and punctuality record.



• Excellent technical ability using the Firm’s computer system and software applications to trouble-shoot.



• Demonstrates awareness of providing a quality service and perform an accurate self-review of work undertaken.



• Ability to liaise professionally and effectively with clients.



• Ability to organise and prioritise workload effectively in order to meet deadlines.



• Flexibility to work additional hours as required.



• Experience of MS Word, Excel, PowerPoint and Outlook.



• Experience of Intapp, 3E, ChromeRiver and billing is a plus.



• Very fluent in (written and spoken) English and German


Offer

Offer:



We are looking for an option to a fixed contract, 38h/week.



Salary depend s on the experience + many advantages


Interested?

Unique Brussel Arts Office - e-Mail: cvbruxellesartsoffice@unique.be
Brussels

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Characteristics

Requirements

  • Professional bachelor (Higher Education Short Type)
  • English

Offer

  • Full-time

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