Executive Assistant

Position overview

We are seeking an experienced Legal Secretary and Team Assistant to join our team. In this role, you will support a team of attorneys in the day-to-day management of mandates, handling a wide range of secretarial and administrative tasks in a dynamic, international environment. Independent work, reliability, professionalism, and precision, as well as discretion in handling confidential information and documents, form the basis for a productive working relationship.

Key responsibilities

The Legal Secretary will be responsible for the following tasks, which may vary depending on the team and practice area:

• Correspondence and Document Preparation: Drafting correspondence both from dictation and independently in German and English, as well as preparing contracts, pleadings, and presentations according to specifications or templates.
• Matter Management: Setting up new matters, maintaining electronic case files, and ensuring proper records management throughout the lifecycle of each engagement. Monitoring of deadlines, both administrative and judicial.
• Billing and Financial Administration: Managing matter billing, monitoring payments, processing third-party costs, and handling travel expenses and other disbursements.
• Diary and Travel Management: Coordinating appointments, scheduling meetings, and arranging travel for the attorney team.
• Document Formatting and Proofreading: Formatting, proofreading, and finalising legal documents, ensuring quality, consistency, and adherence to firm standards and style guides.
• General Administrative Support: Handling incoming and outgoing mail, filing (both physical and electronic), managing contact databases, and performing other ad hoc administrative tasks as required.
• Confidentiality and Data Protection: Ensuring compliance with data protection, confidentiality, and information security requirements at all times.

Qualifications and skills

• Successfully completed vocational training as a Rechtsanwaltsfachangestellte*r (qualified legal secretary),
• Ideally several years of professional experience in a commercial law firm or comparable legal environment.
• Excellent written and spoken German and English skills.
• Proficiency in MS Office applications, in particular MS Word and MS PowerPoint.
• A high degree of independence, initiative, and reliability, with the ability to work accurately and efficiently under time pressure.
• Professional and confident demeanor in interactions with colleagues, clients, and external business partners.
• Enjoyment of working with people and a collaborative, team-oriented approach.

Working conditions

• Dynamic, international law firm environment with flat hierarchies and a supportive team culture.
• Modern, centrally located office
• Benefits include competitive compensation, public transport subsidy (ÖPNV-Ticket), group accident insurance, Wellpass, company pension scheme (betriebliche Altersvorsorge), regular team events, and professional development opportunities.