Executive Assistant

Role Purpose

We are seeking to hire an Executive Assistant to support our team in Rome Italy.

Working at DLA Piper means joining a team of dedicated colleagues who believe in creating an environment of excellence boldness support and collaboration. At DLA Piper personal and professional development go hand in hand in an inclusive culture.

As an Executive Assistant you will provide highly quality administrative support to Partners Lawyers and Tax Consultants in our office in Rome Italy.

You will be key to enabling your team of Lawyers / Tax Consultants legal and tax services to clients. Furthermore you will assist them with your knowledge and expertise in the management of their day-to-day workload and in their business development efforts.

This is a role for a proactive and enthusiastic individual who thrives on delivering results and who is looking to build a career as part of a leading global law firm. You will have the skills knowledge and experience to work flexibly within our fast-paced and changing environment.

Main duties and responsibilities

• Pro-actively manage and maintain fee earners diaries making appointments and coordinating internal and external meetings and ensure all work activities are scheduled effectively including the identification and resolution of potential challenges and clashes;
• Organize meetings ensuring rooms and conference facilities if necessary liaising with internal and external attendees and making sure that hospitality is in place;
• Manage internal and external telephone calls and e-mails (including certified e-mails) in a professional manner and take clear and concise messages;
• Organize travel arrangements through the travel desk booking and confirming reservations flights trains hotels car transfers ordering currency and expense claims and producing detailed itineraries. Prepare key documents including Visas correspondence (including invitation letters) travel invoices expense claims and maintenance / filing of copies;
• Organize agendas presentations and meeting papers including print production and timely distribution and ensure that fee earners have all documents and adequate preparation time;
• Draft and format documents agreements letters (also in mark-up mode) PowerPoint presentations Excel sheets ensuring a correct use of the firms templates and standards;
• Organize and take responsibility for file management including closing and archiving of files and ensure that all relevant documents are filled electronically and paper-based if required;
• Support the firms event team in the organisation of client events keeping contact databases up to date;
• Cooperate with the local and international finance and billing teams inserting time sheets claiming expenses retrieving the correct authorisations in line with the firms policies.

Abou t you

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Full Time

Experience : years

Vacancy : 1