Administrative Assistant/Receptionist

Keller and Heckman

Administrative Assistant/Receptionist

Keller and Heckman

Brussels, Belgium

Department: Human Resources
Daily Schedule/Total Hours per Week: 9:00 am – 5:30 pm
Total Hours per Week: 37.5
Annual Review Date: June/October
Primary Reporting Relationship: Office Manager
Secondary Reporting Relationship: All Professional Assignments

General Purpose of this Position:

Provide consistent high-quality administrative support to the practice teams whenever required.

Perform Receptionist duties, including receiving and making phone calls, cordially greeting clients and visitors, provide support for the maintenance of the premises and of the equipment. Liaise with the ground floor receptionist for building issues, keep all inventories up-to-date, and other duties as assigned by the Office Manager.

Essential Duties and Responsibilities:

  • Assist Team PAs and provide backup for work overflow and administrative support in times of staffing shortage (format documents, book travel, submit expenses and other projects as needed);
  • Handle incoming telephone calls and greet visitors;
  • Book and prepare meeting rooms: Appearance, catering and equipment;
  • Maintain the appearance of the common areas (reception, meeting rooms, kitchen, copy room etc.);
  • Prepare offices for visiting attorneys;
  • Prepare and distribute office daily broadcast;
  • Process incoming and outgoing mail, including registered post and express mail deliveries;
  • Maintain coffee machine and coke distributor;
  • Order office/kitchen supplies and other items for the office;
  • Check photocopiers and stamp machine for refills;
  • Assist IS team in DC and the Brussels office regarding IT issues, videoconference set up, equipment replacement, etc.;
  • Assist the Office Manager with coordination of equipment and premise related maintenance and repairs;
  • Handle recycling: paper, equipment, waste toner etc.;
  • Update supplier contact list;
  • Handle incoming publications; Keep the library shelves in good order;
  • Update inventories (IT, library, furniture, etc.);
  • Other duties as assigned.

Required Skills and Abilities:

  • French/English: bilingual;
  • Dynamic, autonomous, efficient and well-organized;
  • Communicate effectively in oral and written form; keep Professionals and Office Manager informed of issues that impact Firm, practice groups, workflow, etc.;
  • Work well in a team environment, accommodate changing priorities and exercise sound judgment;
  • Consistently maintain professionalism (e.g., courteous and cooperative with supervisors and colleagues; adhere to scheduled hours; comply with all firm policies, including overtime, lunch hours, etc.);
  • Handle sensitive and confidential matters in accordance with Firm policies;
  • Handle pressure, follow through on projects, and meet deadlines; demonstrate initiative to improve efficiency.

Required Technical and Computer Software Skills:

  • Computer proficiency: MS Office Suite, including Word, Excel, PowerPoint, simple website updates and research;
  • IT skills are an advantage.

Required Education and Experience:

  • High school diploma;
  • 3 years’ experience in an administrative support role in a professional business environment;
  • Experience in a law firm is an advantage.

Disclaimer and Acknowledgement:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements will exclude individuals who may pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Please send your application to Swarna Marasinghe at marasinghe@khlaw.com.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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