Norton Rose Fulbright Careers

Job Description

Legal secretary German & English speaking

Job Location

Brussels

Practice Group/Department

Role

Secretarial

Job Title

Legal secretary German & English speaking

Work Type

Full Time - Permanent

Description

The Team

The Brussels office of Norton Rose Fulbright is located Square de Meeûs. We are a team of 13 lawyers and 7 support staff. In addition to this pleasant personal dimension, our work environment is global since Norton Rose Fulbright has an international network of offices in over 50 cities. We work in close cooperation with the London office.

The Role

As part of our high performance culture, the ideal candidate for this role is organized, proactive and demonstrates upward management capabilities.

The Legal Secretary will work closely with our German-speaking partner and two associates, and will provide clerical and administrative support to a second partner and his associates. As part of a small secretarial team of two, the candidate will also act as the backup for the second Legal Secretary in case of absence (holidays, sick leaves…).

This is a permanent and full time role of 37.5 hours per week, with a daily schedule from 9:30 to 18:00, although some time flexibility may be required from time to time.

Responsibilities include (but are not limited to):

• Manage diaries of a Partner and two associates in Outlook
• Make appointments
• Arrange meetings/conferences
• Send and respond to invites
• Book restaurants, taxis etc.
• Welcome visitors and prepare meeting rooms
• Manage global travel arrangements as requested by the lawyer
• Prepare itinerary
• Book hotels / flights
• Arrange cash/currency/visa/passport etc.
• Process expense claims
• Keep billing files up-to-date (incl. coordinating invoices between the Financial manager and the partner)
• Prepare documents for meetings (PowerPoint presentation, in compliance with the house style)
• Maintain and update client and other relevant contact details in the database
• For any matter, process the required forms: new client form, new matter form, money laundering form, conflict checks, engagement letters etc.
• Assist in the production of pitches, speeches and other marketing material
• Post articles on different platforms (intranet, online law platforms etc.)
• Assist the Business Development colleague with event organisation: follow-up of invites, preparation of materials for the event, communication with the venue, on-site assistance etc.
• Answer, screen and transfer incoming calls
• Welcome visitors and suppliers
• Set up video conferences using the available equipment
• Order courier services and taxis

Skills and Experience Required

• Fluent German speaker - mandatory
• Highly proficient in spoken and written English; French is a plus
• Ability to take ownership and be proactive
• Problem solving skills
• Ability to organise, multitask and prioritise
• Proficient in Microsoft Pack (Word/Excel/ PowerPoint/Outlook)
• Solid communication skills, both written and verbal
• Honesty, trustworthiness and respect
• Professional appearance
• A degree in office and/or secretarial administration or equivalent through relevant working experience
• Proven working experience in a similar role is an advantage, however not a must

Our offer:

• Competitive salary;
• Excellent benefits package, including meal vouchers, corporate mobile phone, pension group and hospitalization insurance;
• Hybrid working model;
• A fun and dynamic work environment - including monthly after-work drinks!

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