Added 06/07/2023
- International Lega Company
- challenging and polyvalent position
About Our Client
International law Firm located in Brussels. Small office with low turnover, like a big family.
Job Description
Business Administrative Support:
- Uses ServiceNow Matter Lifecycle to run conflict checks and open new (or change existing) matters as directed by Billing Attorneys, including specifying billing requirements (including time increment, bill format, task/activity codes, delivery instructions, e-billing reference).
- Drafts engagement letters for new clients as required.
- Circulates monthly proforma invoices to all reviewers as directed by Billing Attorneys and tracks responses of reviewers.
- Enters edits to proforma invoices in the firm's financial system (Thomson Reuters 3E) including spelling and grammar checking, handling time transfers, combining/dividing time entries, excluding/postponing time.
- Provides draft invoices to attorneys displaying edits for final attorney sign off.
- If not e-billed, prepares cover letter(s) and transmittal of invoices to clients.
Business Development/Travel Admin Support:
- Uses firm wide Salesforce database to maintain accurate contact lists including linking Business Development expenses in Chrome River (travel and expense management software) to contacts in Salesforce.
- Works with Marketing department to plan Business Development trips and pitch meetings with potential clients.
- Plans and books attorneys' business travel, preparing comprehensive travel itineraries (listing full contact information before departure as required).
- Prepares expense reports in Chrome River to process timely reimbursements.
Word Processing/Secretarial Support:
- Carefully formats and edits Word documents, preparing redline versions as directed, ensuring accuracy and completeness.
- Assists attorneys with PowerPoint presentations and Excel spreadsheets.
- Converts pdf documents into clean and useable Word documents.
- Utilizes Outlook to schedule appointments and calendar dates.
- Answers telephones and relays messages. Arranges conference calls, video conferences and live meetings.
- Runs weekly reports on associate hours in IntApp timenote software.
- Facilitates the secure transfer of case/client data in accordance with firm's data security policy.
- Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.
- Makes conference room reservations, coordinates meals, multimedia, and other services as requested.
Compliance Support:
- Assists assigned attorneys to adhere to daily time note compliance policy, including inputting, editing, proofreading, and closing timenotes on a daily basis.
- Assists assigned attorneys to adhere to firm Risk Management policies as regards electronic filing of e-mails.
- Researches and registers attorneys for seminars and conferences to ensure assigned attorneys meet their Continuing Legal Education (CLE) requirements.
Additional Duties:
- As part of the Brussels office Social Committee, researches and organizes Summer and Year End events, plus wellness and other social/team building activities.
- Plays an active role in Brussels support team providing backup assistance to team members including vacation and overflow coverage.
The Successful Applicant
Education and Experience
- Bachelor's degree.
- Minimum of 3 years recent experience working in a large law or professional services firm.
- Fluent English, French is an asset.
Teamwork and Applied Skills
- Strong attention to detail and organizational skills. Good analytics skills.
- Bachelor in accounting or experience in billing
- Knowledge of Thomson Reuters 3E is a big asset
- Excellent teamwork skills and commitment to delivering results by assisting co-workers.
- Client service orientation and ability to communicate effectively with staff at all levels.
- Ability to multi-task, prioritize work, and meet deadlines.
- Ability to work under pressure and complete job assignments in an accurate and timely manner.
- Proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel and Outlook
- Ability to work effectively in a team environment.
What's on Offer
Interesting salary and package
Permanent contract directly
Contact
Lisa Croisier
Quote job ref
JN-062023-6088638
Job summary
Sector
Business Support
Sub Sector
Legal Secretary
Industry
Business Services
Location
Brussels-city
Contract Type
Permanent
Consultant name
Lisa Croisier
Job Reference
JN-062023-6088638
