Executive Assistant

Norton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide a full scope of legal services to the world's preeminent corporations and financial institutions.

Our vision is to be a world class business, profitable, ambitious, cooperative and considerate, supporting our clients and people through our global business principles of Quality, Unity and Integrity.

With over 7,000 employees worldwide, our culture is the thread that connects us. Our strategy and culture are closed connected – defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we are looking for people who are innovative, commercially minded, and motivated by the impact of the work they do – ready to share in our ambition and help shape what comes next.

Because while individuals can do well, together we achieve something extraordinary.

The Luxembourg team

The Norton Rose Fulbright Luxembourg office, established in June 2017, consists of a dynamic and enthusiastic team that works closely with colleagues across our global network. We offer our employees and associates the opportunity to play an integral role in strengthening the firm's presence within the
Luxembourg market.

Our team is made up of experienced and multilingual lawyers with extensive knowledge of the Luxembourg legal and regulatory environment. We advise clients across the firm's core practice areas, including Corporate, M&A and Securities, Investment Funds, Banking and Finance, Real Estate, and
Tax.

Alongside our legal teams, our Business Services professionals play a vital role in the success of the office. Bringing together experts from People & Culture, Finance, Office Services, Marketing and Business Development, and Executive Assistant functions, they provide essential support to both our lawyers and clients.

As a collaborative and dynamic team, they help drive the firm's day-to-day operations, support key business initiatives, and contribute to a positive and inclusive workplace. Whether managing critical processes, delivering high-quality client-focused support, or leading office-wide projects, our Business
Services professionals are an indispensable part of our continued growth and success.

Availability, quality and responsiveness are the hallmarks of our team.

The Role

The Executive Assistant will organize and manage the day-to-day administrative and office support activities for our legal teams. The role involves providing fee earners with effective, high-quality document production, practice administration, and administrative support tailored to their specific requirements.

The Executive Assistant will also perform any other duties as may be required and assigned by their supervisor to ensure the efficient operation of the Department, Office, and Firm.

Specific responsibilities include:

General administrative support:

• Diary management: organisation of internal/external business meetings (booking location, sending calendar invites, coordinating video/audio...)
• Documentation assistance: scanning and printing jobs, bible creation, closing preparation, liaising with doc production, filing (notably on IManage), proofreading
• Prepare correspondences (letters, emails) using document management software (Microsoft Office 365, including Word, PowerPoint and Excel, pdfDocs, Adobe etc.)
• Ordering RCS Extracts, AoA, RBE extracts, certified versions
• RCS: Filings & follow-up
• Expense claims preparation (Chrome River)
• Team management and coordination with other support services
• Translation of documents
• Paralegal tasks for the Corporate team

Matter and financial administration:

• Process new matter requests (requesting conflict checks, opening, maintaining and closing matters in NRF systems) ensuring all necessary information is provided accurately to finance and compliance
• Point of contact for all matter administration including, but not limited to, new payor and TPP requests, adding new clients, checking on matter status, establishing a good dialogue with central finance and compliance teams, Partner allocations
• Creation of engagement letters
• Production and sharing of WIP reports within the team
• Liaise with finance and team to support the billing process as necessary e.g. narrative amendments, creating tasks and phases, moving time entries, changes to