Legal Secretary/Receptionist (Brussels)

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 1,000 lawyers. Headquartered in New York with offices in Beijing, Brussels, Hong Kong, Houston, London, Los Angeles, Palo Alto, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

This role will provide a professional and proactive secretarial and front of house service to the Brussels office. This will involve a smooth running and effective telephone, reception and hospitality service to internal and external clients and visitors of the Firm. In addition, this role will provide a pro-active administrative service to assigned attorneys and business services teams, ensuring that the needs of the clients are met.

Secretarial and Office Support

• Providing general support to the Office Manager in Brussels
• Document photocopying, scanning printing, and faxing
• Maintaining archives and storage of information in iManage
• Entering timesheets
• Booking attorneys travel
• Assisting with conference room booking set-up when required
• Ordering couriers and taxis
• Collecting and opening mail
• Ordering and restocking stationery, kitchen, and office supplies
• Maintaining the tidiness and presentation of the conference room, office spaces, and kitchen
• Providing general support to the London anti-trust practice
• Supporting with Attorney expenses in Chrome River
• Liaising with secretaries in London and New York
• Outlook diary management
• Personal assistant tasks as required.

Reception

• Daily running of the reception function
• Processing all incoming calls and take accurate phone messages when required
• Welcoming all visitors and offering beverages
• Maintaining the tidiness and presentation of the reception area
• Providing temporary badges to visitors and maintaining the temporary badge log

• Experience working in a legal firm is essential
• Excellent communication skills with attorneys, clients and other business services staff in multiple time zones (Asia, Europe, Americas)
• Having a certificate or diploma in a secretarial course level BAC+3 is preferable
• Word (Advanced level)
• Outlook (contacts/calendar)
• PowerPoint (basic knowledge)
• iManage
• Excel (basic knowledge)
• Ability to turn around documents swiftly but thoroughly
• Experience with automatic paragraph numbering
• Flexibility to do overtime as and when required
• Strong organisational skills
• Have the ability to work alone as well as have the ability to work well with others
• Language skills: Very good English
• Desirable: Fluency in French and/or Dutch

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.