Management Assistant

Our client is an international law firm which supports organisations being changed by technology and the digital world. they have over 1,400 lawyers, in 31 offices and 22 countries across Europe, the Middle East, Asia-Pacific and North America.
Their Brussels office brings together 65 team members from 10 different countries.

Our client is committed to maintaining an inclusive working environment and they are an equal opportunities employer. they will actively support and supervise your professional development.

As a disability and neurodiversity inclusive employer we want to ensure that you have a barrier-free recruitment experience at Bird & Bird. If you require any workplace adjustments, please provide details to your recruitment contact who will be in touch to discuss any details provided and understand more about your individual adjustment needs.

Description

After a few weeks of training by an experienced colleague, you will be mainly responsible for:

• Ensuring a smooth running of the day-to-day activities of the team;
• Following-up on email correspondence, ensuring client requests are handled by the team;

Managing the diary of the partner;

• Setting-up conference calls, as well as in person internal & external meetings;
• Organising regular worldwide business travel, including the visa, coordinating with assistants of other participants; and filing the expense claims;
• Coordinating the invoicing process from A to Z , Collaborating and building strong working relationships with the Bird & Bird billing team to pro-actively resolve issues;
• Opening and closing client matters in cooperation with the compliance team in London; Contacting clients for necessary information;

As well as handling some general support tasks such as:

• Formatting and proofreading documents and presentations;
• Ensuring electronic filing of documents and archiving;
• Occasionally, translating short documents using translation software.
• Maintaining the client contact database; and
• Carrying out general secretarial tasks.

Profile

• You have a first experience ideally as a management assistant in the professional services sector;
• You have an excellent level of English and are fluent in French and/or Dutch with at least a conversational level in the other language;
• You are pro-active, solution oriented and possess a strong attention to detail;
• You have strong organizational skills and set high standards for yourself;
• You have good communication skills, both written and verbal;
• You have strong IT skills and are keen to learn how to use other software packages.

Offer

• Working at our client means an attractive salary, as well as a competitive package of fringe benefits such as a homeworking allowance, meal and eco-vouchers, hospitalisation and group insurance, a performance bonus and public transport reimbursed at 100%.
• But above all, they value working in an informal but professional international environment in which people genuinely enjoy working together and learning from each other. You would work together with two other assistants to support the legal team, each of you being the right hand for your dedicated partners and team. You will quickly familiarise yourself with the way of working in the firm and there systems through the induction program that starts on your first day in the office, but more importantly, you will learn on the job alongside experienced colleagues who will share their knowledge with you.
• Once you are ready, you will have the space to work independently, take your own initiative and grow in the role.
• After the training period you can work from home part of the time. You will receive your own laptop and IT equipment.
• At the office, you will informally meet other members of the Brussels team at the coffee machine or during one of our many social events we organise to make sure we all have the chance to get to know each other and keep in touch. We organise informal events such as monthly lunches, a barbecue, after work social gatherings, an annual ski trip, etc.
• The office is easily accessible by public transport and has an underground parking should you come to the office with your own car.