Team Assistant

Fieldfisher Belgium; Brussel Hoofdstad; Hybrid; EUR 42,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Group insurance

Laptop

Cafetariaplan

Job summary

Fieldfisher (Belgium) LLP in Brussels is seeking an experienced secretary/administrative assistant to support partners and fee earners. You will manage calendars, coordinate meetings, handle emails, and prepare documents with meticulous accuracy.

You will work with English and Dutch or French clients, use MS Office and CRM tools, and collaborate across teams. The role offers hybrid work from the Brussels office and a competitive benefits package.

Qualifications

• Fluent in English and Dutch or French with excellent diary management and prioritisation.
• Strong communication skills and ability to build relationships with clients and staff.
• Ability to work well in a team and manage multiple tasks simultaneously.
• Proficient in MS Office including Word, Excel, PowerPoint and Outlook.

Responsibilities

• Full diary management including scheduling appointments and meetings.
• Manage and file emails, prioritising urgent items for fee earners.
• Open, close and maintain electronic files and document handling.
• Proactive client liaison and handling simple queries.
• Prepare client letters, engagement letters, conflict checks and audit letters.
• Produce documents and restyle using house styles and client styles.
• Print, bind, file documents and assist with annexes for Court proceedings.
• Collaborate with finance teams on invoices, WIP and billing matters.
• Arrange conference calls, travel logistics for international trips.
• Maintain CRM data and update BD calendar information with Marketing.
• Provide responsive and professional secretarial support to fee earners and clients.

Skills

Diary management

Organisational skills

Communication skills

Team player

MS Office

Typing

CRM InterAction

Document handling

Tools

Microsoft Office 2010

Worksite

InterAction

Evergreen by sa.global

Job description

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.