Personal Assistant

Personal Assistant
Dentons Global, Barbados

1 Year
0 - 0
Job Type
Job Shift
Job Category
Career Level
High School or equivalent
Total Vacancies
1 Job
Posted on
Jun 4, 2021
Last Date
Jul 4, 2021

Job Description

About this role

This is an exciting opportunity to join Dentons as a Personal Assistant to the CEO for Latin America and the Caribbean. We are looking for a responsible Personal Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the Executive's working life and communication.

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

Diversity amp; Inclusion

Essential to our success as a global law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We want a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the

profession and we encourage all our partners and staff to get involved. We welcome you to learn more about diversity and inclusion at Dentons.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.

Job Specification

Dentons Global

Information Technology and Services - Glasgow, United Kingdom