Executive Assistant

hace 2 semanas

San José, San José, Costa Rica Dentons A tiempo completo

Introduction

Why Dentons
Dentons is designed to be different.

We are driven to always be the firm of the future, to challenge the status quo, and to provide holistic business solutions to our clients in new and innovative ways.

We are the lightbulb moments. The bold ideas. We are the world's largest global law firm, with 21,000+ people across 80+ countries.

Driven by the diverse perspectives of our people, our clients, and our communities, we combine local knowledge with global insight.


Key Responsibilities

  • Serve as the primary point of contact amongst executives, employees, clients and other external partners including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral or response, exercising judgement to reflect the Chief's style and the Firm's policy.
  • Work closely with both Chiefs to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer" having a sense for the issues taking place in the environment and keeping the Chiefs updated.
  • Presentation / documentation preparation. Anticipate the needs of both Chiefs in advance of meetings, conferences etc.
  • Proficient problem solver with an ability to critically maneuver throughout any situation, both independently and/or with guidance.
  • Professionalism at the highest level regarding all communications with internal and external clients.
  • Complete organization of all meetings and special events including reserving conference rooms; technical support, arranging for catering etc. Knowledge of all aspects of hosting an audio and/or visual meeting.
  • Completes and maintains meeting minutes and action items as requested.
  • Prepare written reports and communication to internal and external business partners and professionally interact with same.
  • Handling of all routine requests as well as a wide variety of administrative tasks for both Chiefs.
  • Maintain an electronic filing system according to the Firm's document control standards and procedure

Complex Travel Arrangements:

  • Obtains flight options, book flights, accommodation, transportation, arrange visas and preparation of travel file to include all details of travel, itineraries, locations, times of meetings, directions, as well as discussion materials.
  • Keep track of visas and passport requirements as well as Chief's memberships at hotels. Arrange forex as and when required.
  • Chiefs could travel to two or three countries in one trip, and usually more than one city in each country.
  • Coordinate meetings in destination country

Diary Management:

  • All relevant participants advised timeously of diary inputs and no scheduled conflicts.
  • Review of diary requests prior to Chiefs to ensure that is effectively in line with current events.
  • Work in conjunction with multiple calendars as well as multiple time zones.
  • Prepare and coordinate internal and external meetings

Communication:

  • Conducts research in preparation for the Chief's engagements and meetings as and when required.
  • Manage information flow in a timely and accurate manner.
  • Build and maintain strong business relationships with internal and external stakeholders.
  • Collaborate and invest in long lasting relationships both internally and externally

Expense Management:

  • Accurate handling of all local and travel expenses in a timely and accurate manner to ensure reimbursement.
  • Complete expense reports and process payments to allocated budgets

Requirements:

Knowledge, Skills and Attributes

  • Ability to think creatively
  • Knowledge of office management systems and procedures
  • Outstanding organisational and time management skills
  • Ability to multitask and prioritize daily workload
  • Excellent verbal and written communications skills
  • Good personal mastery (prioritization, problemsolving, achievement, initiative)
  • Strong administration skills (documentation, bookings, accuracy and quality of work)
  • Events management experience
  • Ability to adapt easily and to operate in a global role
  • High level of ownership and independence
  • Ability to work in a fastpaced environment with numerous stakeholders and demands from around the globe

Experience & Certifications

  • 510 years proven executive support experience
  • Experience working in a creative environment
  • Proficient in MS Office, including Word, Excel, PowerPoint & Outlook.
  • Qualification in office administration and or related

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