Secretary​/Administrative Coordinator

At Seyfarth, we understand that great people are the key to our success, and we provide the opportunities to match. If you join us, you’ll work in a friendly and professional environment, with state-of-the-art technology, and we will continue to invest in your professional development. If you want the freedom to grow at a firm that is invested in your future, keep reading.
As the Secretary/Office Coordinator you will perform a broad range of secretarial and administrative duties supporting the Milan based team. You will interact directly with the International Operations Director as well as with colleagues across the International Department and US teams from time to time.
As the Secretary/Administrative Coordinator you will take a lead role in the organisation and supervision of administrative and operational activities of the Milan based group. You will have the opportunity to influence and assist in the design and implementation of various operational processes. You must have a wide skill set and experience in a similar role in order to successfully support the operation.
Duties/Responsibilities:
Provide general administrative and secretarial support for 4 Milan based lawyers
Lead on implementation and operation of local systems and procedures
Draft engagement letters
Complete new matter/client forms and processes including conflicts checks and file opening
Together with the finance team, assist in coordinating and processing client invoices as required
Input and process vendor invoices within the online banking platform
Manage Anti Money Laundering fulfilments and required processes
Manage the Italian litigation administration system (Consolle Avvocato) and process (deadlines, preparation files, preparation of filings to Court, preparation of simple documents like proxies or simple requests to Court)
Working with the Director, International Operations, retain a list of subscriptions and insurances to be renewed
Technology systems oversight including coordinating with Firm IT functions and outside support vendors to support required technology infrastructure for the office.
Coordinate and act as the local liaison in respect of facilities management including space, furniture, equipment and supplies purchasing, mail and courier services
Provide logistical support for projects and events
Organise and coordinate meetings and travel arrangements
Prepare drafts, amend, format and proofread correspondence and other documents as instructed
Establish and maintain filing systems
Provide general research services
Manage incoming telephone calls
Book taxis and setting up conference calls
Other duties and responsibilities as may be requested or assigned from time to time.
Required/Preferred Skills/Abilities   Fluent written and spoken English is essential
Experience managing business operations and office facilities functions
3 to 5 years of legal secretarial experience preferred, however, relevant experience within other professional services organisations considered.
Comfortable working independently and on own initiative
Strong knowledge of and proficiency in MS Office
Strong technical skills
Exemplary attention to detail
Must possess excellent organisational skills with the ability to compile, analyse and present data
Excellent interpersonal skills, verbal and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of lawyers, clients, staff and external contacts
Exhibit a high degree of initiative and critical thinking skills in order to manage multiple priorities in a fast paced, deadline driven, detail oriented work environment

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