Practice Team Assistant

Cooley are seeking a Practice Team Assistant to join the Brussels office.

Position summary: The Practice Team Assistant is responsible for providing front of house and reception service to clients and visitors and administrative and clerical support for various administrative projects and duties in support of the timekeepers and secretaries. Specific duties include, but are not limited to, the following:

Secretarial Support

• Open and organise mail
• Answer timekeeper phones as necessary
• Arrange catered lunch orders, car and courier services and other scheduling tasks, as needed
• As requested, schedule, coordinate and confirm meeting space and relevant attendees for internal and external meetings.
• As requested, coordinate domestic and international travel arrangements
• Prepare and process expense reports, check requests, travel, health club reimbursement forms, etc. in accordance with accounting guidelines
• Track relevant travel and expense receipts for accurate accounting reconciliations.  File and track reimbursements, credits and refunds through to completion
• Complete all document processing and correspondence assignments accurately and within stated timeframes
• Prepare documents to support team members with overflow work which may include revisions, edits, and proofreading for accuracy, completeness and grammar and syntax
• As requested, assist with opening new matters, conflict and AML checks 
• Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence for signature, arranging conference calls, setting up Zoom and Teams meetings, retrieving corporate documents and updating contact databases
• On behalf of the timekeepers, enter and submit time entries.  As requested, maintain file copies of released time
• Create and maintain files, including chronological files and indexes not stored in Information Governance department
• Complete e-filing in the firm’s document management system, as requested
• Keep all files up-to-date and organised.  Ensure materials are forwarded to the Information Governance department, as necessary
• Copy and print emails and documents
• Scan documents into PDF format
• Assist with internal procedures for the preparation of audit letter responses when needed and where applicable
• Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining and resolving conflicts within the CRM tool
• Handle confidential and sensitive information with the appropriate discretion; perform to earn supervisors’ full confidence and trust in all interactions
• Coordinate and assist with other special projects, as required
• Assist other team members and timekeepers with various administrative tasks
• All other duties as assigned or required

Reception/Hospitality    

• Daily running of the reception function
• Receive and organise deliveries
• Greet clients and visitors warmly; escort them to appropriate meeting rooms and vistor offices and provide them with beverages, food, car services, restaurant bookings and local information, as needed
• Maintain consistently excellent levels of presentation for reception area, conference rooms and wellness room
• Assist with ordering and restocking of office and kitchen supplies as needed     

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage, Chrome River and other firm applications
• Available to work overtime, as required

Preferred:

• Educated at degree level or equivalent
• Minimum three years prior experience as a secretarial or administrative assistant in a law firm or other professional services firm
• Fluent in English and must also be fluent in French or Flemish, preferably both  

Competencies:

• Engage in a professional and polite manner with clients and colleagues in multiple time zones, even when under pressure
• Convey enthusiasm and a welcoming approach
• Strong administrative and secretarial skills
• Excellent verbal (both listening and speaking) and written communication skills
• Take ownership of role and use good judgement
• Ability to complete tasks independently in a fast-paced environment, balance the demands of multiple concurrent tasks efficiently, while also working collaboratively as part of a team
• Pro-actively prioritise work assignments and consistently meet deadlines
• Demonstrate initiative, diplomacy, and tact
• Ability to deliver consistently high-quality work with attention to detail in proofreading, writing, and communication
• Reliable, committed, organised, and punctual

Direct reports: No

Equal Opportunity Statement: We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Firm will be based on merit, qualifications and abilities. The firm does not discriminate in employment opportunities or practices on the basis of age, color, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, Wealth and social origin, and other characteristics that make each person unique. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination and access to benefits and training.