Personal Assistant

Do you have experience as a PA or Secretary? If you are fluent in English and Spanish and are organized, proactive, and enjoy working in a fast-paced environment, we would love to hear from you!

Main Responsibilities :

• Organising the executive's daily schedule and meetings, complex diary management, extensive flights, transportation, and accommodation arrangements.
• Developing, implementing, and maintaining new administrative systems, including databases and record entry (dlbooks and Patrix IP).
• Reviewing, distributing, and managing correspondence, including filing, noting WIPO, UKIPO, and EUIPO deadlines.
• Assisting with marketing and business development activities / events, both internal and off-site.
• Assisting with recruitment of new staff, training, induction, and maintaining the holiday calendar.
• Assisting lawyers, paralegals, and other staff as necessary in the course of their duties.

Reception / Office Management Including :

• Answering incoming telephone calls and greeting visitors.
• Maintaining office supplies and equipment.
• Maintaining the condition of the office and arranging for necessary repairs.
• Monitoring and handling post and e-mails, ensuring all client-related correspondence is passed on to the appropriate fee earner.
• Assisting with office functions and general administrative tasks.

Finance Including :

• Administration of expenses, petty cash, and assisting with invoicing and payment of external invoices.

Requirements :

• Proven experience as a personal assistant or in a similar role.
• Excellent organizational and time management skills.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to maintain confidentiality and handle sensitive information.
• A positive attitude and a willingness to learn.
• PI or legal knowledge is valuable.
• Flexible working hours (9 : 00 to 17 : 30 or 9 : 00 to 18 : 00).

A supportive and friendly work environment with opportunities for personal and professional growth.