Team Assistant

At Ashurst Perkins Coie, we're helping shape the future economy. With a global team of more than 3,500 legal professionals across 52 offices, we partner with leading organisations to solve complex challenges across a diverse range of industries, with a distinct strength in technology, energy & infrastructure, and financial services. Our people work on market-leading matters that drive innovation, growth, and transformation around the world. For Ashurst Perkins Coie, innovation is our tradition.

The Opportunity:

We are currently looking to recruit a Team Assistant to join our Luxembourg office.

Part of our approach involves finding new ways to deliver value through our services. Our business services teams are behind many of these initiatives and play a key role in supporting our business and our lawyers.

The Team Assistant role embraces a team working approach and provides efficient and diverse administrative, organisational and document support to all practice areas within the office.

Some of your main responsibilities will include:

Reception

• Answering calls, passing these on promptly and assisting with queries where possible;
• Arranging meetings, conferences or video calls;
• Arranging travel requirements;
• Welcoming clients;
• Monitoring of office supplies (orders, stock, handling);
• Handling and monitoring of office beverages;
• Monitoring of meeting rooms;
• Monitoring of supplier invoicing.

General administrative support

• Managing e-mails and follow up on requests;
• Creating, editing and proofreading documents from various formats;
• Processing and submitting expense claims and other administrative tasks (such as engagement letters, membership, learning records);
• Document formatting;
• Prints and scans;
• Liaising with resources to resolve problems or issues on behalf of lawyers;
• Handling RCS recording and filing;
• Assisting with various ad-hoc projects.

Billing Assistance

• Assisting with the monthly billing process: printing off reports and draft or finalised bills;
• Creating or amending written or dictated bill narratives;
• Assisting with client file opening and related processes.

Business Development

• Updating records and contact details, including creating and adding diary or file notes;
• Carry out research and participate in document creation for pitches, marketing, events, briefing packs;
• Assisting with the coordination of client events.

About you:

Experience

• At least 2 years of relevant experience, ideally gained in a law firm or a professional firm.

Qualifications

• Fluency in both French and English;
• Good level of technical ability in Microsoft Office, including Word, Excel and PowerPoint.

Skills

• "Can do" approach and strong organisational skills: able to plan and prioritise effectively in order to deliver high volume work or tasks to demanding deadlines;
• Demonstrates initiative and strong client focus, with a willingness to take ownership of tasks or provide solutions to issues that arise;
• Good communication skills, both written and spoken, and able to liaise across all areas within the firm;
• Methodical approach, with high levels of attention to detail, providing work that is quality checked and complete;
• Team player, able to work well with others to achieve departmental or task specific goals.
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What makes Ashurst Perkins Coie a great place to work?

• A competitive remuneration with the flexibility to reward high performance;
• A supportive and inclusive work environment;
• Flexible work arrangements;
• A global professional development offering for all employees.