Executive Assistant

Position Overview

We are seeking an experienced Legal Secretary and Team Assistant to join our team in the litigation and disputes practice. In this role, you will support attorneys of the litigation team 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.

We are seeking an experienced Legal Secretary and Team Assistant to join our team in the litigation and disputes practice. In this role, you will support attorneys of the litigation team 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.

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.