Legal Assistant

Opportunity, unlocked 

DLA Piper Poland’s Business Support team is currently made up of 80 individuals, who assist our lawyers in the performance of their everyday tasks. The team plays a key role in the efficient operation of the law firm and the provision of the highest level of services to our clients. Currently, we are recruiting an Assistant in our Warsaw office.

MAIN DUTIES AND RESPONSIBILITIES

Schedule of duties of an Assistant include:  

• typing documents, letters, memos, e mails, faxes and general correspondence using audio typing;
• amending agreements (straightforward amendments, redline, strikeout);
• diary management for the fee-earners using the electronic diary system, including reminders of meetings/appointments throughout each day as appropriate and booking of meeting rooms, etc.;
• liaising with Reception to book couriers, taxis and catering arrangements;
• up-keeping and management of archive/storage;
• maintaining filing system on a daily basis including opening new files, preparing labels and folders, deletion and archiving of closed files involving completion of forms for accounts;
• other secretarial/administrative duties as necessary including expenditure forms, photocopying and faxing;
• client liaison - taking messages on behalf of fee earners;
• ensuring clients are kept informed in fee earners' absence of expected time of return;
• maintenance of client contact - updating database and initiating routine correspondence;
• inputting of timesheets on a daily basis for fee-earners;
• preparation of data specification for invoicing purposes;
• preparation of monthly reports if applicable;
• translations of ongoing correspondence and smaller volume documents;
• travel arrangements and co-ordination of re-imbursement of travel expenses incurred by fee-earners;
• responsibility for taking help line calls and directing as appropriate;
• ad hoc tasks and responsibilities will be included as and when they arise;
• to observe a good standard of housekeeping within own workstation.

ABOUT YOU 

• Min. 2 year experience as an assistant or in the other administrative position;
• Previous experience of document management systems;
• Polish language skills at C2 level;
• English language skills at minimum B2 level;
• Knowledge of Microsoft Office Suite;
• Excellent diary management;
• Strong organisation and prioritisation skills;
• Good verbal and written communication skills;
• Applies knowledge and judgement to solve problems and make decisions;
• Experience of delegating to, and training, less experienced team members;
• Flexible approach to working practices in order to meet business needs;
• Friendly, personable and approachable;
• Adaptable and flexible approach;
• Conscientious and diligent;
• Remains calm under pressure;
• Eager to learn and develop skills;
• Adopt a can do attitude.

Working in the HUBs
In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing. These opportunities were not possible with the traditional model.
We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.

We have 3 levels of role in the team:

• Team Leader – Manages and takes responsibility for the efficient running of the team. Oversees incoming work flow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary Responsible for communicating with fee earners to keep them appraised of a task or project status
• Senior Assistant – Takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and acts as workflow supervisor where required
• Assistant/Evening Assistant – Provides general secretarial and administration services as part of the secretarial team