Secretary & office administration assistant M/F
Published on 16/04/2024
Hays Luxembourg
Our client, a prestigious law firm, is looking for a Secretary & Office Assistant who speaks English fluently. This is a permanent contract.
Client Service:
Answers telephone calls and takes accurate and complete messages, gives information to callers, refers to others, or holds for team members.
Provides relevant and timely information to clients and team members in a professional, courteous, and effective manner.
Prepares accurate, error-free, and properly formatted legal papers and correspondence, often under acute time pressure.
Works with all types of documents, such as correspondence, reports, records, forms, minutes of meetings, technical material, numerical data, and tabular information from rough draft, corrected copy, or previous version.
Proofreads and edits documents for grammar, spelling, punctuation, and format.
Files documents and emails in the Firm's electronic document software.
Inputs team members' time entries on a daily basis.
Opens new client and/or matter numbers; performs conflict checks; demands prebill selection of monthly bills for matter-partner review; makes appropriate transfers, write-offs, and corrections; applies retainers, on account fees, and on account disbursements for third-party billings; handles special billing requests from clients, i.e., travel detail, special billing formats; copies, mails and forwards copies of finalised bills to Accounting Department; maintains billing files; receives, copies, files and submits client checks to Accounting Department; prepares client audit reports; acts as liaison with Accounting Department on past due receivables.
Submits all expenses for team members on a timely basis according to the Firm policy.
Schedules appointments, including meetings, conferences and court dates for team members.
Sets up Zoom / Conference Call facilities or reserves conference room(s) for meetings; arranges for special equipment, and coordinates catering services.
Arranges travel schedule and reservations for team members.
Assists the matter-partner on the opening of all new client matters, to include liaising with the Compliance team in respect to completing the anti-money laundering and conflict checks.
Supports the team members on business development activities including the preparation of pitch documents.
Responsibility for updating the client relationship management system (Microsoft Dynamics) to ensure the contact list is up-to-date and business development activity is captured centrally.
Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, court filings, and ongoing cases.
Provides quick retrieval of information, general document control, and updates materials.
Closes files and sends them to storage following firm policy.
Working with the Office Chair and the Managing Director of Administration to:
Manages the physical space - space planning and co-ordinating any desk moves as necessary.
Responsibility for desk assignments for new joiners and updating the floor plan on the OfficeSpace tool) to reflect new joiners, leavers or desk moves.
Ensures the office is operating efficiently - ensures any facilities issues are escalated and work with the relevant vendors to ensure all equipment is properly maintained or repaired if faulty.
Oversees the Receptionist/Office Administrative Assistant in relation to the purchasing of supplies.
Administers office safety, business continuity and emergency programs.
College Degree or Equivalent preferred, but not required.
Prior experience in office management support is required. Ideally someone who already worked in a law firm or in a financial company.
Prior experience supporting a transactional practice is a plus - ideally within a professional services organization.
Must be bilingual (French/Luxembourgish and English. German would be an advantage)Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
Must work well independently as well as in a team :
- The ability to work under deadlines, time pressure, and a generally high level of demand.
- Exceptional organisational skills that reflect the ability to seamlessly perform and prioritise multiple tasks with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with internal and external partners, attorneys, staff and clients.
- The ability to communicate both orally and in written communications effectively and accurately.
- Ability to respect, protect and maintain confidential information.
