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 firm's 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 firm's 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 firm's policies.

About you

• Previous experience as Executive Assistant, ideally the legal services industry or an international organization; 
• Excellent organisational skills, with the ability to prioritize duties;
• Excellent communication and drafting skills in Italian and English; 
• Strong teamwork ethos and client service-oriented approach; 
• “Can do” approach demonstrating a collaborative, supportive and flexible working style;
• Demonstrates accountability and professionalism with desire for self-development;
• Detailed oriented and great working knowledge of Microsoft tools;
• Demonstrates high level of integrity when dealing with confidential information; 
• Demonstrates flexibility with working practices in line with the business needs, especially in time of pressure and high workload;
• Fast learner, curious and always ready to embrace new challenges