Job Description

Personal Assistant (full time)

Brief

We are currently looking to recruit a Personal assistant from 4 years’ experience to join our office in Luxembourg.

About the Firm

Pinsent Masons is a global 100 law firm, with over 3,400 employees and operating out of 26 locations across Europe, Asia Pacific, Africa and the Middle East. We have a long-standing reputation for delivering high-quality legal advice rooted in a deep understanding of the sectors and geographies in which our clients operate. Our global reach ensures that we are well-placed to advise on complex multi-jurisdictional matters across a full range of legal disciplines.

The firm has significant international credentials in the financial services, energy, infrastructure, real estate, and advanced manufacturing and technology sectors. Services provided across these sectors include asset management and investment funds, corporate and M&A, commercial, competition, litigation and arbitration, banking, restructuring, insurance, regulatory, construction, projects, pensions, property, planning and environmental, procurement, outsourcing, employment, share plans and incentives, technology and tax advice.

We aim to promote progress and change so that our business can work better for people. Pinsent Masons has embedded a range of diversity & inclusion initiatives to create an environment in which it’s people can flourish. We operate an agile working scheme, which offers staff flexibility in terms of where they work.

Awards

Pinsent Masons has achieved more tier 1 rankings in The Legal 500 UK guide than any other firm, won the "Law Firm of the Year Award 2019 – Legal Business" for the second time and is recognised among the most innovative law firms in Europe by the Financial Times. Pinsent Masons was also named Law Firm of the Year 2018 by The Lawyer, and is ranked No 1 on the UK Stonewall Workplace Equality Index 2019.

Candidate Summary

• Full time position
• Minimum 4 years’ experience as a Personal Assistant, ideally supporting a Partner
• Previous experience in a law firm or professional services environment
• Excellent command of Word, Outlook and PowerPoint; Excel proficiency is mandatory
• Fluent in English; German and French are strong assets
• Strong written and verbal communication skills
• Highly organized, detail-oriented and able to manage multiple priorities
• Able to work independently, proactively and with discretion
• Strong client-service mindset and professional attitude
• Flexible, adaptable and comfortable in a fast-paced environment
• You are committed to delivering a high level of customer service.

The Opportunity

You will be in charge of the assistantship of our Partners and their teams. You will provide general administrative support to our lawyers. As a key element of our office, you will be in charge of :

Partner & Team Support

• Acting as the main point of contact for the Partner
• Managing the Partner’s agenda, meetings and priorities
• Managing and co-ordinating the Partner's e-mails
• Organising business travels and related logistics
• Providing support for client meetings, board meetings and internal events
• Liaising with clients in a professional and confidential manner

File & Matter Management

• Performing conflict checks
• Opening and maintaining client files and matters
• Preparing and following up on engagement letters
• Coordinating and managing KYC & Compliance files
• Reviewing and checking documentation received

Billing & Financial Coordination

• Supporting paperless billing and reviewing prebills
• Preparing and sending invoices and billing reports
• Following up on payments and managing billing adjustments
• Monitoring billing status and maintaining Excel tracking files

CRM & Reporting

• Creating and updating client and contact records
• Recording activities, meetings and visit notes

Administrative Duties

• Preparing, formatting and reviewing documents (Word, PowerPoint, Excel)
• Preparing audit letters reply
• Sending RCS orders
• Managing correspondence and document versioning
• Filing emails and documents in iManage
• Handling mail, courier shipments (DHL) and expense reports
• Printing, copying, scanning
• Providing reception support during the main receptionist’s absence, including handling incoming calls, preparing and tidying meeting rooms, and welcoming clients and visitors.

What will we offer you?

• An attractive salary package;
• A dynamic and friendly work place;
• We are a market leading, dynamic and growing global team who work together to produce outstanding results for our clients;
• We invest in our team and have a first class training and career development programme Our training reflects our position as a market leader in communications and sourcing. Our training will assist you to develop as a specialist with valuable sector knowledge and the ability to deliver "best of breed" services;
• Early responsibility and opportunities to develop client relationships.

Should you require further details, please contact our local HR Manager Catherine De Rosa who can discuss the role and requirements

If you are interested in this position, please send your application to Catherine de Rosa, HR Manager, catherine.derosa@pinsentmasons.com. All application will be treated strictly confidentially.