Team Assistant

Fieldfisher; Brussel Hoofdstad; Hybride; EUR 36 000 - 48 000; Plein temps

Avantages offerts par ce poste

Health insurance

Group insurance

Laptop

Cafeteria plan

Résumé du poste

Fieldfisher (Belgium) LLP is seeking a proactive, bilingual secretarial professional to support a team in its Brussels office. You will manage complex diaries, handle email and file management, and prepare documents to a high standard, while coordinating with international partners.

You will work in a collaborative, fast-paced environment with access to billing and CRM systems, supporting client service across national and international matters. Hybrid work from the Brussels office is available.

Qualifications

• Must be fluent in English and Dutch or French; strong diary management and organisational skills.
• Excellent communication and relationship-building with clients and colleagues.
• Team player who can work collaboratively.
• Proficient in Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook; experience with document/case management (Worksite).
• Fast, accurate typist with good technology literacy (CRM and billing tools).

Responsabilités

• Manage full diary and organise meetings, including refreshments as needed.
• Handle full email inbox, file emails, and route urgent messages to fee earners.
• Maintain file management and electronic filing systems; open/close files accurately.
• Liaise with clients proactively and handle simple queries.
• Prepare and amend documents; ensure deadlines are met; coordinate with Document Specialists as needed.
• Produce documents with correct formatting and house/client styles from start to finish.
• Print, bind, file documents and assist with Court annexes.
• Collaborate with finance to manage invoices, WIP, and billing matters for partners.
• Organise conference calls and arrange travel logistics (transport/accommodation) for international matters.
• Prepare client registration documents, engagement letters, conflict checks, AML/audit letters under direction of partners/fee earners.
• Provide supportive, responsive service with other secretarial staff; assist with ad hoc tasks as required.

Outils

Worksite

InterAction CRM

Evergreen by sa.global

MS Office 2010

Description du poste

Fieldfisher (Belgium) LLP is a European law firm built around people. People are vital to our success. Our clients choose us for our expertise, our understanding, and our insight. Without the support and fresh perspectives of our staff this would not be possible. We therefore believe in nurturing truly talented and diverse individuals who strike a balance between excellence and human qualities.

We pride ourselves on our Fieldfisher community. We are a caring, sharing bunch with huge numbers involved in Corporate Responsibility. We promote inclusiveness and diversity, encourage innovation and endorse collegiality every step of the way. Our commitment to building a more sustainable and equitable future for our clients, people and communities is at the heart of Fieldfisher's strategy.

Responsibilities

• Full diary management responsibilities including making appointments, organising meetings and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate.
• Full e-mail inbox management (manage and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence.
• File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date.
• Proactive client liaison including take messages, pass on information and deal with simple queries.
• Handling documents, some of which are large, making amendments and working to deadlines
• Manage the production of all documents, including restyling using house styles and client document styles (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required
• Printing / binding / filing documents and help preparing Annexes for Court proceedings
• Build relationships with other teams including finance to take responsibility for sending invoices, chasing WIP, bad debt and financial matters for partners
• Organising conference calls on behalf of the fee earners in a timely fashion.
• Organising transport, accommodation and related documentation for international travel as required.
• Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit letters, with direction from partner/fee earner.
• Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients.
• Audio and copy typing of legal documentation and correspondence to a high standard.
• Maintain CRM by updating InterAction and maintaining fee earner contact lists and updating calendar invites with the correct BD information in collaboration with Marketing.
• Any additional ad hoc tasks as required

Key Skills & Experience

• Fluent in English and Dutch or French. Must possess excellent diary management, organisation and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team
• Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010).
• Document or case management skills (Fieldfisher uses Worksite).
• Must be a competent, fast and accurate typist.
• Good with technology (Fieldfisher uses evergreen by sa.global for billing and InterAction as CRM)

Personal Attributes

• Must be able to pre-empt and demonstrate initiative in ensuring the workload is managed efficiently maintaining effective communication with the fee earner at all times
• Must have a 'can do' approach and be willing to develop the role to ensure a high level of unsupervised support as far as can be attainable is provided
• Must be able to work autonomously and aim to resolve problems, identify solutions with minimum of supervision and direction
• Must be able to work on confidential matters

Fieldfisher's benefits package is designed to support and enrich our people. After all, they are the core of what we do.

We offer you the opportunity to work in a stimulating and enriching environment, often in a direct relationship with the partner; you will work in a team highly appreciated by clients and peers, both on a national and international level. Our lawyers are recognized legal writers, academics and praised public speakers; you will be able to benefit from this experience and participate actively in these initiatives.

The role is based in the Brussels' office but with a "hybrid" working pattern so working from home will be possible.

You will also benefit from a competitive compensation package and from diverse benefits, such as health insurance, a groep insurance, laptop and cafetariaplan.