Do you have experience as PA or Secretary? If you are fluent in English and Spanish and are organized, proactive, and enjoy working in a fast-paced environment, we would love to hear from you!
Main responsibilities:
1. Organising the executive's daily schedule and meetings, complex diary management, extensive flights, transportation and accommodation arrangements.
2. Developing, implementing and maintaining new administrative systems, including databases and record entry; (dl books and Patrix IP).
3. Reviewing, distributing and managing correspondence, including filing, noting WIPO, UKIPO and EUIPO’s deadlines.
4. Assisting with marketing and business development activities/events, both internal and off-site.
5. Assisting with recruitment of new staff, training, induction and maintaining the holiday calendar.
6. Assisting lawyers, paralegals and other staff as necessary in the course of their duties.
Reception/office management including:
1. Answering incoming telephone calls and greeting visitors.
2. Maintaining office supplies and equipment.
3. Maintaining the condition of the office and arranging for necessary repairs.
4. Monitored and handled post and e-mails, ensuring all client-related correspondence is passed on to the appropriate fee earner.
5. Assisting with office functions and general administrative tasks.
Finance including:
1. Administration of expenses, petty cash and assisting with invoicing and payment of external invoices.
Requirements:
1. Proven experience as a personal assistant or in a similar role.
2. Excellent organizational and time management skills.
3. Strong communication skills, both written and verbal.
4. Proficiency in Microsoft Office Suite and other relevant software.
5. Ability to maintain confidentiality and handle sensitive information.
6. A positive attitude and a willingness to learn.
7. PI or legal knowledge is valuable.
Benefits:
1. Flexible working hours (9:00 to 17:30 or 9:00 to 18:00).
2. A supportive and friendly work environment.
3. Opportunities for personal and professional growth.
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