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Receptionist Office Services Assistant

Operations

Arnold & Porter has a Receptionist/Office Services Assistant opening in their Brussels office, which has relocated to the Avenue Louise.

Our newly opened office is easily accessible by public transport, boast magnificent views over Brussels and are located near the trendy Chatelain and Louise area.

The Receptionist/Office Services Assistant welcomes clients, guests, and office personnel to the firm in a professional and efficient manner, prepares conference rooms for meetings, orders meals and supplies, stocks up fridges and sends international deliveries. This individual professionally answers phones; provides appropriate follow up and/or routes messages to the appropriate attorney or staff member in a timely manner. The Receptionist/Office Services Assistant also carries out administrative tasks for the Office Manager and provides overflow assistance to the secretarial team as needed. This position will work 100% in the physical Brussels office.

 

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

  •  Meets and greets clients, guests, and office employees.
  • Answers phones in a courteous and professional manner and forwards messages to appropriate attorney’s or staff members in a timely manner and handles routine inquiries.
  • Prepares and breaks-down conference rooms for meetings, orders meals and supplies.
  • Provides backup support in coordination of IT and AV needs for meetings.
  • Prepares and breaks-down weekly office lunches and other various office events.
  • Assigns visitor offices for employees visiting the Brussels office and assigns temporary badges to firm employees and maintains the temporary badge log.
  • Assists in the processing of expenses and invoices.
  • Sorts and documents unidentified mail and identifies owners.
  • Receives deliveries, sends international pouches.
  • Carries out administrative tasks for the Office Manager, including coordination of building services requests, when needed (i.e. HVAC, lighting, cleaning services, etc.)
  • Provides overflow or back-up assistance to the ARC (Attorney Resource Center) team in the Brussels office, as needed.
  • Maintains a professional appearance of reception and seating area (organize newspapers, and periodicals).
  • Other duties as assigned.

 

Qualifications:

  •  Excellent command of written and spoken English, with fluency in French and/or Dutch.
  • High school diploma or equivalent experience.
  • Prior experience in a law firm or professional services industry is an advantage.
  • Demonstrated ability to work independently.
  • Proficiency in general clerical skills.
  • Ability to operate general office equipment.
  • Ability to plan and organize work.
  • Ability to handle a variety of tasks simultaneously.
  • Ability to prioritize and manage time appropriately.
  • A proficiency with standard office procedures working in a team/collaborative environment.
  • Excellent organizational and communications skills, both oral and written.
  • Exceptional client service, both internal and external.
  • Flexibility to work additional hours, as necessary.

 

Applicants should submit their CV and cover letter to steve.devylder@arnoldporter.com

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Apply Here for Brussels

Arnold & Porter is an equal opportunity employer that does not discriminate on the basis of race, color, creed, religion, national origin, sex, pregnancy and childbirth (including breastfeeding and related medical conditions), age, marital or partnership status, familial status, sexual orientation, gender, gender identity, gender expression, transgender, physical or mental disability, medical condition, family leave status, citizenship status, immigration status, ancestry, genetic information, military or veteran status, or any other characteristic protected by local, state or federal laws, rules or regulations. Our Firm's equal opportunity policy applies to all employment practices and terms and conditions, including, without limitation, recruitment, employment, assignment, training, compensation, benefits, promotions, disciplinary action and terminations. For purposes of the firm's Anti-discrimination and Anti-harassment Policies, the term "race" includes, without limitation, traits historically associated with race, including, but not limited to, hair texture and protective hairstyles, such as braids, locks, and twists.

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