Office Administrator/Personal Assistant

BonelliErede; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading international law firm seeks an Office Administrator/Personal Assistant for its London office. The role involves managing calls, greeting clients, and overseeing invoicing processes. Ideal candidates will have strong organisational skills and a proactive attitude, with a focus on providing excellent support in a dynamic environment.

Qualifications

• Minimum office administration/secretarial experience, preferably in law firms.
• Excellent command of English; intermediate command of Italian is a plus.
• Ability to multi-task efficiently under high pressure.

Responsibilities

• Handling telephone calls and greeting clients.
• Managing the invoicing process and maintaining office records.
• Assisting with events and liaising with vendors.

Skills

Organisational skills

Interpersonal skills

Time management

Proactive approach

Positive attitude

Education

Bachelor degree or equivalent

Job description

BonelliErede excels at providing first-class – often groundbreaking – legal advice to its international client base.

We are a team of about 800 people across offices in Europe, Africa and the Middle East.

With us, you’ll find a truly stimulating environment that blends talent, ambition, dedication and strong leadership!

We’re looking for an Office Administrator/Personal Assistant to join the team at our London office.

Responsibilities

• Handling telephone calls promptly and courteously by forwarding them to the right person, taking care to provide the internal interlocutor with the most punctual and correct information possible regarding the name and company of the external interlocutor;
• Greeting clients and visitors and being responsible of meeting rooms & visiting rooms bookings and ensure the rooms are ready for each meeting as well as switchboard duties;
• Receiving, sorting and distributing daily mail/deliveries;
• Ensuring reception area and Kitchen is tidy and presentable;
• Managing the invoicing process from beginning to end: expense and timesheets registration, issuing of invoices and follow up with clients in collaboration with the accountancy department;
• Liaising with the other firm’s offices (e.g. visiting lawyers);
• Taking care of orders for the office (stationery, water etc) and check stock level, assisting the Office Manager and the Executive Assistants as and when required;
• Keeping updated records of office expenses and costs; uploading expenses onto office systems;
• Assistance to events at the Firm’s premises and/or at any other venue in coordination with the Office Manager and the Marketing Department;
• Interacting with the local vendors for facilities management services, cleaning, maintenance, stationery, food and beverages, refurbishment, etc.;
• Negotiating, renegotiating, and maintaining contracts to obtain more favorable conditions;
• Monitoring of the maintenance, refurbishment and security of the current building and the proper execution of any work and ensuring communication with external service providers;
• Maintaining office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).

Skills

• Minimum office administration/secretarial experience, preferably in law firms or consulting firms;
• Bachelor degree or equivalent is a plus;
• Excellent organisational and time management skills: ability to multi-task with efficiency and accuracy under high pressure;
• Superb interpersonal skills: ability to establish and maintain positive working relationships;
• Excellent command of English;
• Intermediate command of Italian;
• Positive, ‘can do’ attitude;
• Proactive, flexible approach.

About the firm and its core values

• We are a leading international full-service law firm which excels in providing top-quality legal advice to its international client base. We are a truly international player with presence in Europe, Africa and the Middle East employing around 800 people across its offices and through partnerships with independent law firms around the world.
• With courage and strength, we bring big ideas to life. That’s the purpose that drives everything we do. We’re looking for people who perfectly embody the values that guide us every day: commitment, ethics, excellence, innovation, merit and solidarity.
• With us, you’ll find a truly stimulating environment where talent, ambition, dedication and strong leadership come together!
• BonelliErede is the only Italian-headquartered law firm in the Financial Times’ list of the 50 most innovative law firms in Europe. In the 2023 edition of the Innovative Lawyers Europe report, we were recognized in the “Innovative Lawyers in Energy Security and Transition” and “Innovative Lawyers in Refugees Assistance” categories for our ability to innovate the way in which we assist our clients as well as we promote our social initiatives.
• Our CSR Committee is attentive to the needs of our ever-changing society. All our CSR initiatives serve the community, with a special focus on children, who are our future. We leverage our high-quality legal advice in helping the world's leading NGOs to advance their missions. In recent years there has also been an increased focus on environmental challenges, – an area in which we are equally committed to doing our part. We are aligning our community work and resources with environment-focused initiatives and climate change solutions.

Our selection process

1) CV submission – by clicking on the ‘Submit your application/Apply now’ button on the website or on LinkedIn;

2) Initial screening by HR – with contact made by phone or email;

3) Two or three interviews (max. 1 hour) at the London office or via Teams;

4) Job offer or feedback on your application.

BonelliErede guarantees that all applicants are treated fairly and equally and are given equal opportunities in the selection process by preventing and counteracting all forms of discrimination based on personal beliefs, gender, sexual orientation, ethnic origin, health status, nationality, political and labour opinions, religious beliefs, or any other reason.

BonelliErede promotes an inclusive, participatory and collaborative culture based on ethics, respect and trust by valuing the human resources it employs and ensuring their professional and personal development through the cultivation of their talents.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Consulting and Administrative

• Industries

  Law Practice

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