Personal Assistant (with fluent Dutch, English, German)

Our client is a high-profile international law firm active in more than 30 countries. The pursuit of excellence, a collaborative approach and mutual respect & trust are key elements in their working environment.  Their Belgian offices are located in central Brussels and are therefore accessible by public transport. They are currently recruiting a diligent Management/Personal assistant to assist a team of lawyers in their competition department.

Purpose of the role:

As a personal assistant you will provide vital organisational and administrative support to a team of lawyers allowing them to focus on their legal work.  A more senior colleague will train you on a variety of tasks, procedures and on the technology used.  After an integration period you will be expected to deal with the following tasks efficiently and independently:

Job description:

• Coordinating calendars and agendas in a proactive manner: planning appointments, meetings & (conference) calls; booking meeting rooms and restaurants, etc.
• Organising travels and accommodation in collaboration with internal travel agent
• Managing mailboxes and contacts, monitoring all incoming emails and ensuring a timely follow-up
• Preparing, processing and filing (electronically) correspondence, legal documents and reports (Word, Excel)
• Preparing and submitting the lawyers’ expense notes
• Reviewing the lawyers’ timesheets in preparation of billing (e-billing)
• Processing invoices, liaising with accounting department
• Handling incoming calls, filtering calls when appropriate, taking messages
• Having regular phone contacts with high-profile external partners (including clients)
• Preparing PowerPoint presentations for various meetings & seminars
• Liaising with the marketing department for the organisation of client events and the sending of mailings

Profile:

• The ideal candidate holds – at least – a bachelor’s (e.g. in Office Management, Languages, …)
• You are fluent (oral and written) in German, Dutch and English. Knowledge of French can be an asset.
• You have a first experience – ideally in a similar role (administrative support) and in a similar environment (law firm or the service sector in general)
• You are computer literate and possess advanced skills in MS Office, you enjoy learning and working with different databases and systems
• You are extremely precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set priorities
• You are proactive & solution oriented and you always apply common sense
• You are a good team player and have good interpersonal, communication and diplomatic skills (contact with various stakeholders)
• You adopt a positive, flexible and mature attitude; you understand the importance of discretion

Offer:

• A full-time and permanent contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package (including luncheon vouchers, an insurance package, full reimbursement of public transport costs, sports facilities, extra-legal holidays and more!)
• International and very dynamic working environment with room for initiative & personal growth
• The opportunity to work in a quality oriented, corporate environment in superb offices in the centre of Brussels!
• A stable team with very friendly and loyal colleagues!