Personal Assistant

Hogan Lovells

  • Brussel
  • Vast
  • Voltijds
  • 19 dagen geleden
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.Hogan Lovells Legal team in Brussels currently has an exciting opportunity for a highly organised, dynamic and Tech Savvy Personal Assistant (PA).
The PA shall assist the lawyers in providing a professional, responsive and highquality service to the firm's clients. The PA shall be responsible for ensuring that all pending tasks are promptly and accurately executed. The position would suit someone who is up for a challenge, flexible and enjoys working with a diverse and international team, an enthusiastic team-player as well as an effective independentworker with an outstanding eye for detail.- Organise and prioritise workload and keep a level-headed approach in a busy working environment.
- Take accurate and comprehensive telephone messages for lawyers and deal with queries from internal/external callers helpfully and professionally.
- Arrange conference calls, lunches, travel and help with the preparation of internal and external meetings and events.
- Maintain up-to-date filing systems to allow lawyers to find and use documents easily. Assist with document management including the secure storing/archiving of files.
- Format, photocopy, scan, print and bind documents as required.
- Produce accurate, attractive and well-presented documents from unformatted text and data using PDF, Word, PowerPoint, and Excel and in line with the firm's house style.
- Effectively manage lawyers' Outlook calendar.
- Efficiently use the various company IT systems including:
  • Pro-actively manage lawyers' client contacts using the firm's contact database.
  • Client billing and follow-up on outstanding bills with client administration.
  • Ensure that lawyers' time is entered on our time management system.
  • Prepare and follow up on lawyers' expense notes.
  • Work closely with lawyers to keep their online bio updated.
  • Open new client matter accounts and draft engagement letters.
- Perform any other duties as requested by lawyers or the Practice Manager in the general interest of the office.What are we looking for?- At least 3 years of experience in a similar role in a professional services environment, with preferably an advanced knowledge of all aspects of secretarial management.- A degree in administrative management or equivalent. Experience can be a substitute for qualifications.
- Excellent knowledge of English, both written and spoken; fluent in German and French.
- Strong written communication and computer skills with advanced knowledge of PDF and MS Office tools.
- Must be adaptable to various competing demands, trustworthy and able to demonstrate absolute discretion towards colleagues, clients and external relations.
- A reliable and attentive to detail with exemplary planning and time management skills.
- Demonstrates a helpful and can-do attitude.
- Strong listening and problem solving skills; you are able to think on your feet
and are resilient.

Hogan Lovells