Personal Assistant

il y a 2 semaines

Paris, France Gowling WLG (UK) LLP Temps plein

**About the role**:
We are looking for a Personal Assistant to join our team in Paris for secretarial and administrative support.

Providing fee earners with the administrative support needed to provide seamless legal services to clients. Be proactively involved in all aspects of the management and execution of their fee earners’ day-to-day workload by providing exceptional and proactive administrative support. Act as workflow manager for other support services including delegating and supervising the completion of document production, file management and copying/scanning work. Take an active interest in and obtain a thorough understanding of all aspects of client requirements to provide exceptional service levels to fee earners and clients.

Some of your day to day responsibilities within the team will be:
Administrative
- Manage diaries, ensuring they are up to date and reminding fee earners of meetings etc on a daily basis. Ensure critical date diaries are up to date and circulate to team.
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external.
- Coordinate travel arrangements in the UK and internationally, book and confirm reservations and deal with related details/papers/itineraries.
- Arrange for files to be opened and closed, supervise general filing, e-filing, scanning requirements and record keeping.
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations.

Document Production
- Coordinate correspondence, attachments, documents, reports, presentations, etc produced by the DPC team before they are passed to the relevant fee earner for approval/sign off and undertake basic/minor amendments where appropriate.

Financial
- Coordinate the billing process and assist fee earners in the billing and credit control process by liaising with the fee earner and accounts and to produce financial/time reports through the system. Be aware of any service level agreements or arrangements with clients requiring bespoke billing information.
- Be competent in the delivery of more complex client reporting as and when required.

**About you**:

- Previous experience of working within a Administration / Secretarial role or similar is required (12 months+)
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm.
- Excellent telephone manner. Confidence to deal with routine client queries and take the necessary action in the absence of fee earners.
- Excellent communication, organisational and team skills.
- Excellent attention to detail.
- Flexible, proactive and dependable with a results-orientated approach.
- Able to remain calm under pressure, work to tight deadlines and prioritise workload.
- Can fluently speak both French and English

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