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 th

Job Specification

Job Rewards and Benefits

Dentons Global

Information Technology and Services - Glasgow, United Kingdom
© Copyright 2004-2024 All Right Reserved.