Executive Assistant

DLA Piper; Roma; On-site; EUR 32,000 - 52,000; Full time

Job summary

DLA Piper in Rome, Italy is seeking an Executive Assistant to support Partners, Lawyers and Tax Consultants. You will manage diaries, coordinate internal and external meetings, arrange travel, and prepare documents to enable the team's day-to-day work.

This role requires proactivity, excellent English and Italian, strong organisational skills, and discretion. You will work in a fast-paced, collaborative environment within a leading global law firm.

Qualifications

• Previous experience as an Executive Assistant, preferably in a law firm or international organization.
• Excellent organisational skills and ability to prioritise duties.
• Strong communication and drafting skills in Italian and English.
• Proactive, adaptable, and collaborative with a client-focused mindset.

Responsibilities

• Pro-actively manage and maintain fee earners’ diaries and coordinate meetings.
• Organise meetings and travel arrangements, including visas and itineraries.
• Handle internal and external communications and document preparation.
• Support event planning and client relationship activities.
• Assist with billing, time entries, and collaboration with finance teams.

Skills

Diary management

Travel coordination

Italian language

English language

Communication skills

Time management

Tools

Microsoft Office

Job description

We are seeking to hire an Executive Assistant to support our team in Rome, Italy.

Working at DLA Piper means joining a team of dedicated colleagues who believe in creating an environment of excellence, boldness, support and collaboration. At DLA Piper, personal and professional development go hand in hand in an inclusive culture.

As an Executive Assistant, you will provide highly quality administrative support to Partners, Lawyers and Tax Consultants in our office in Rome, Italy.

You will be key to enabling your team of Lawyers / Tax Consultants’ legal and tax services to clients. Furthermore, you will assist them with your knowledge and expertise in the management of their day-to-day workload, and in their business development efforts.

This is a role for a proactive and enthusiastic individual who thrives on delivering results and who is looking to build a career as part of a leading global law firm. You will have the skills, knowledge and experience to work flexibly within our fast-paced and changing environment.

Main duties and responsibilities

• Pro-actively manage and maintain fee earners’ diaries, making appointments and coordinating internal and external meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes;


• Organize meetings, ensuring rooms and conference facilities, if necessary liaising with internal and external attendees, and making sure that hospitality is in place;


• Manage internal and external telephone calls and e-mails (including certified e-mails) in a professional manner and take clear and concise messages;


• Organize travel arrangements through the travel desk, booking and confirming reservations, flights, trains, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries. Prepare key documents including Visas, correspondence (including invitation letters), travel invoices, expense claims, and maintenance/filing of copies;


• Organize agendas, presentations and meeting papers, including print production and timely distribution and ensure that fee earners have all documents and adequate preparation time;


• Draft and format documents, agreements, letters (also in mark-up mode), PowerPoint presentations, Excel sheets, ensuring a correct use of the firm's templates and standards;


• Organize and take responsibility for file management, including closing and archiving of files and ensure that all relevant documents are filled electronically and paper-based, if required;


• Support the firm's event team in the organisation of client events, keeping contact databases up to date;


• Cooperate with the local and international finance and billing teams, inserting time sheets, claiming expenses, retrieving the correct authorisations in line with the firm's policies.

About you

• Previous experience as Executive Assistant, ideally the legal services industry or an international organization;


• Excellent organisational skills, with the ability to prioritize duties;


• Excellent communication and drafting skills in Italian;


• Excellent command of English will be an essential requirement;


• Strong teamwork ethos and client service-oriented approach;


• \"Can do\" approach demonstrating a collaborative, supportive and flexible working style;


• Demonstrates accountability and professionalism with desire for self-development;


• Detailed oriented and great working knowledge of Microsoft tools;


• Demonstrates high level of integrity when dealing with confidential information;


• Demonstrates flexibility with working practices in line with the business needs, especially in time of pressure and high workload;


• Fast learner, curious and always ready to embrace new challenges.

About us

We're a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas, Europe, the Middle East, Africa and Asia Pacific, we deliver exceptional outcomes on cross-border projects, critical transactions and high-stakes disputes.

At DLA Piper, we understand that inclusion is not a one-size-fits-all concept. We embrace and celebrate the range of perspectives, backgrounds and experiences that each individual brings to our firm. By fostering a culture that welcomes and appreciates all aspects of our individuality, we ensure that everyone has the opportunity to succeed.

Our commitment to inclusion and positive social impact enables us to provide exceptional service to our clients and communities, while nurturing a unique and inclusive culture for all our people. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We are committed to being accessible and accommodating any reasonable adjustments needed throughout the recruitment process to ensure an inclusive experience for all. If you need any support or adjustments, please let us know.

Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.

At DLA Piper, we aim to make meaningful progress and build an inclusive culture where anyone affected by disability, neurodiversity or a long-term health condition has an equitable and accessible chance of success. If you think you may need adjustments or additional support to enable you to participate in our recruitment process, please contact our Recruitment team and we will be happy to support you.

Agile Working

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

Pre-Engagement Screening

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability, and references from previous employers.

Our hiring approach

Our hiring approach enables us to learn about the professional and person you are, and gives you the opportunity to learn about us. Your recruitment experience can differ depending on the type of role you are interviewing for. You will always meet your direct Line Manager for your role, as well as peers and close collaborators for the position. For some of our roles we may also use assessment tools, practical exercises, and panel presentations. Your Recruitment Business Partner will inform you of the recruitment process at the start of any recruitment process, but please let us know if you have any questions prior to making an application.

We’re redefining what an international law firm can be. With a unique global network and an unparalleled range of expertise, this is where you’ll work on the cases that shape the world and will define your career.

Staying in touch with like-minded people is important to us.Our Talent Community provides unique access to our firm so you can discover why we are a different kind of law firm.

We pride ourselves on the extraordinary impact we make beyond the borders of traditional law. That’s only possible because of the skills our business professionals bring and the environment we create to let them thrive. See where your skills could take you.