Junior Administrative Assistant / Receptionist. Irlanda

General Summary

We are seeking a Junior Administrative Assistant / Receptionist to join our team.  This role provides high quality, professional and effective service to both internal and external clients in order to meet the business needs of the Dublin office.   The successful candidate will work closely with lawyers, office staff and external business contacts, providing administrative support as an important part of the operations team.  This role reports directly to the Dublin Office Manager.

Administrative Tasks

-    Handle written and electronic correspondence

-    Manage lawyers’ Outlook calendars

-    Maintain lawyers’ time entries in Carpe Diem

-    Create and update comprehensive contact information using Dechert CRM best practices

-    Make travel arrangements and complete travel and expense reports in Concur

-    Manage workflow and coordinate projects with office services

-    Use MS Office in preparation of documents, spreadsheets and presentations

-    Utilise iManage document management system for all documents

-    Maintain handover notes to ensure consistent quality of service in case of absence

-    Performs any other duties as necessary and as assigned by the Office Manager, for efficient functioning of the Department, Office and Firm

-    Performs photocopying, printing and scanning liaising with other internal support departments as required.

-    Liaise with other internal support departments as required to arrange travel, couriers, or large-scale document productions.

-    Assist with short dictations when required.

-    Analyzing data for input into firm systems

-    Ad hoc internet research as required.

-    Perform any other tasks as reasonably requested of you.

Reception Tasks – An adhoc support function for the receptionist of which tasks can include but not exclusive of

-    Meet & Greet and Point Person for Reception

-    Manage Cisco Phone System

-    Manage Meeting Rooms & Audio-Visual Services

-    Couriers, Post, Taxis & Car Parking

-    Catering and Facility Requirements

-    Manage Door Access & Off-Site Storage

-    Health & Safety

-    Develop good local knowledge of office and area

-    Ad-hoc requests

Interactions:

The Junior Administrative Assistant / Receptionist will interact regularly with Firm Legal and Administrative staff in facilitating the flow of all administrative work.  The Junior Administrative Assistant / Receptionist will also interact, from time to time, with clients, counsel and court personnel.  The Junior Administrative Assistant / Receptionist will work regularly with other Dechert departments such as Administration, Finance, Hospitality, Reception, Dechert 24/7, Facilities and Office Services, as well as well as members of all Dechert regional offices.

Knowledge, Skills and Abilities

-    Secondary level education required

-    English fluency at native or bilingual level

-    Excellent communication skills

-    Good proficiency in typing and MS Office (Word, Excel, PowerPoint, Outlook)

-    Excellent interpersonal and organisational skills