Executive Assistant

Practice Group / Department:

Corporate Team 1 Leadership - Luxembourg

Job Description

Norton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide a full scope of legal services to the world’s preeminent corporations and financial institutions.

Our vision is to be a world class business, profitable, ambitious, cooperative and considerate, supporting our clients and people through our global business principles of Quality, Unity and Integrity.

With over 7,000 employees worldwide, our culture is the thread that connects us. Our strategy and culture are closed connected – defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we are looking for people who are innovative, commercially minded, and motivated by the impact of the work they do – ready to share in our ambition and help shape what comes next.

Because while individuals can do well, together we achieve something extraordinary.

The Luxembourg team

The Norton Rose Fulbright Luxembourg office, established in June 2017, consists of a dynamic and enthusiastic team that works closely with colleagues across our global network. We offer our employees and associates the opportunity to play an integral role in strengthening the firm's presence within the
Luxembourg market.

Our team is made up of experienced and multilingual lawyers with extensive knowledge of the
Luxembourg legal and regulatory environment. We advise clients across the firm's core practice areas, including Corporate, M&A and Securities, Investment Funds, Banking and Finance, Real Estate, and
Tax.

Alongside our legal teams, our Business Services professionals play a vital role in the success of the office. Bringing together experts from People & Culture, Finance, Office Services, Marketing and
Business Development, and Executive Assistant functions, they provide essential support to both our lawyers and clients.

As a collaborative and dynamic team, they help drive the firm's day-to-day operations, support key business initiatives, and contribute to a positive and inclusive workplace. Whether managing critical processes, delivering high-quality client-focused support, or leading office-wide projects, our Business
Services professionals are an indispensable part of our continued growth and success.
Availability, quality and responsiveness are the hallmarks of our team.

The Role

The Executive Assistant will organize and manage the day-to-day administrative and office support activities for our legal teams. The role involves providing fee earners with effective, high-quality document production, practice administration, and administrative support tailored to their specific requirements.

The Executive Assistant will also perform any other duties as may be required and assigned by their supervisor to ensure the efficient operation of the Department, Office, and Firm.

Specific responsibilities include:

General administrative support:

• Diary management: organisation of internal/external business meetings (booking location,
• Sending calendar invites, coordinating video/audio...)
• Documentation assistance: scanning and printing jobs, bible creation, closing preparation,
• Liaising with doc production, filing (notably on IManage), proofreading
• Prepare correspondences (letters, emails) using document management software (Microsoft Office 365, including Word, PowerPoint and Excel, pdfDocs, Adobe etc.)
• Ordering RCS Extracts, AoA, RBE extracts, certified versions
• RCS: Filings & follow-up
• Expense claims preparation (Chrome River)
• Team management and coordination with other support services
• Translation of documents
• Paralegal tasks for the Corporate team

Matter and financial administration:

• Process new matter requests (requesting conflict checks, opening, maintaining and closing matters in NRF systems) ensuring all necessary information is provided accurately to finance and compliance
• Point of contact for all matter administration including, but not limited to, new payor and TPP requests, adding new clients, checking on matter status, establishing a good dialogue wit central finance and compliance teams, Partner allocations
• Creation of engagement letters
• Production and sharing of WIP reports within the team
• Liaise with finance and team to support the billing process as necessary e.g. narrative amendments, creating tasks and phases, moving time entries, changes to rates, entries on draft invoices and write downs
• Regular follow-up re. matter openings with CDD teams
• Assistance in the AML/KYC process for clients, where needed
• Audit letters : drafting (collecting necessary information from Lux Finance and from RCS, sending out to Auditor and Company by email and by post)
• Lead on Know-How matter opening

Marketing and BD process support:

• Coordinate travel planning (with our travel agency) and coordinate comprehensive travel programs, to include assisting with booking flights and preparation of itineraries etc. in conjunction with the Firm's designated travel management company and in accordance with the Firm’s Greener Flights Policy
• Support partners BD activities as necessary e.g. draft BD / CRM emails (lunch, thank-you notes, follow-up, reminders, reactivation, offer follow-up, etc.)
• Registration for conferences
• Maintaining InterAction: create new contact, update contacts, save all BD events and logging key information
• Light editing of client presentations

Skills and Experience Required :

• At least 5 years’ experience in a similar position within a law firm
• Fluent in French and English, German knowledge will be considered as an asset
• Proficient in Microsoft Pack (Word/Excel/ PowerPoint/Outlook)
• Experience with Intapp would be considered a strong asset
• Pro-active and taking ownership of queries, dynamic, highly organized, team-spirit, rigorous and at ease in an entrepreneurial international set-up
• Excellent communication skills
• Exercising confidentiality and discretion

Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential.
Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.