Description
Norton Rose Fulbright is seeking an Executive Assistant to support the Corporate Team 1 Leadership in Luxembourg.
The Executive Assistant will organize and manage day-to-day administrative and office support activities for the legal teams. This includes providing high-quality document production, practice administration, and administrative support tailored to the specific requirements of fee earners.
Key responsibilities:
- General administrative support:
- Diary management: organization of internal/external business meetings
- Documentation assistance: scanning and printing jobs, bible creation, closing preparation
- Liaising with document production, filing, and proofreading
- Preparing correspondences using document management software
- Ordering RCS Extracts, AoA, RBE extracts, certified versions
- RCS: Filings & follow-up
- Expense claims preparation
- Team management and coordination with other support services
- Translation of documents
- Paralegal tasks for the Corporate team
- Matter and financial administration:
- Process new matter requests
- Point of contact for matter administration
- Creation of engagement letters
- Production and sharing of WIP reports
- Liaise with finance and team to support the billing process
- Regular follow-up re. matter openings with CDD teams
- Assistance in the AML/KYC process for clients
- Audit letters: drafting and sending
- Lead on Know-How matter opening
- Marketing and BD process support:
- Coordinate travel planning and comprehensive travel programs
- Support partners' BD activities
- Registration for conferences
- Maintaining InterAction: create new contact, update contacts, save all BD events, and log key information
- Light editing of client presentations
Requirements:
- At least 5 years' experience in a similar position within a law firm
- Fluent in French and English; German knowledge will be considered an asset
- Proficient in Microsoft Pack (Word/Excel/PowerPoint/Outlook)
- Experience with Intapp would be considered a strong asset
- Pro-active and taking ownership of queries, dynamic, highly organized, team-spirit, rigorous, and at ease in an entrepreneurial international set-up
- Excellent communication skills
- Exercising confidentiality and discretion