Personal Assistant
Dentons Global, Barbados

About this role

Key Responsibilities

• Manage CEOs complex calendar and scheduling requirements across multiple time zones
  • Closely working with executive assistants and business professionals around the globe to coordinate business travels and meetings
  • Paying continuous attention to the CEOs incoming communications for last minute notifications, to be able to add or remove commitments from the calendar
• Help managing the CEOs busy Inbox, facilitating a large volume of email replies
  • Acknowledge incoming emails while CEO is in meetings or traveling
  • Provide information that does not need to be escalated to the CEO, to ease CEOs work load
• Prepare PPT presentations for the CEO to be used in meetings with leaders
• Work closely with the LAC region Leaders and Directors, partners, and business professionals
  • Organize LAC Leaders meetings, and upload files to be used in the meetings
  • Prepare information to be presented in Regional, Cross-regional, and Global meetings
• Complex travel coordination
  • One heavy trip per month
  • CEO usually visits two to three countries in one trip, and usually more than one city in each country
  • Keep track of visas and passports requirements
  • Coordinate meetings on destination Country ( 2 - 3 meetings per day)
  • Coordinate ground transportation on destination Country
  • Keep an updated detailed file with the CEOs memberships in Airlines and Hotels
• Expense reporting
  • Travel expenses
  • Local expenses
• Support the Global Projects Director track and help drive completion of key deliverables and follow up on outstanding items in LAC region
• Drive key regional activities
  • Support combination projects
  • Social media campaigns
  • Others
• Work closely with other assistants throughout the Region and Globally in any new project
  • Organization of the DPM
  • Webinars
  • Others
• Prepare short translations to/from Spanish/English
• Provide seamless support to Regional Directors (CCMO and CFO) using prioritization of business activities
  • For the CCMO
    • Attend to weekly meetings to support regional Marketing and BD projects
    • Organize meetings with LAC Region Practice meetings, and help with follow-up activities after meeting
    • Organize in Regional and Cross-regional webinars
    • Prepare presentations for Regional and Cross-regional meetings
    • Help with regional BD and Marketing new-hires (inform Global Team to get the portal updated, request software licenses, add new address to distribution lists, etc)
    • Prepare Directories regional analysis (Chambers, Legal 500, Latin Lawyer) and keep it updated
    • Help keeping Regional Brochures updated
    • Help Keeping Marketing and BD Data Room updated
    • Keep Marketing and BD shared calendar updated
  • For CFO
    • Gather regional information
    • Keep an updated data room with regional data, such as office head counts, key contacts, etc.
    • Organize meetings with LAC Region Finance and Talent leaders, and help with follow-up activities after meeting

About You

The successful candidate for the role will demonstrate:

• Proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organisational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Spanish language abilities
• High School degree
• PA diploma or certification would be considered an advantage

Applications from current residents in the following locations will be considered:

Uruguay and any other Dentons office locations in Latin America amp; Caribbean.

Disclaimer: Please ensure when applying for this role that you are legally eligible to work/live in your preferred location. Visa sponsorship or relocation costs will not be provided

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