Personal Assistant & Office Services Coordinator

Job Description

Office Services Coordinator & Personal Assistant

Contract: Full-time, 12 Month Fixed Term Contract

Team: Office Services

Office Location: Amsterdam, Netherlands (on-site)

The role:

As the Office Services Coordinator & Personal Assistant, you will provide comprehensive and confidential administrative support and assistance to the Partners and Directors of the Amsterdam and Brussels offices, and Amsterdam office support. This role involves coordinating schedules, managing communications, and preparing necessary materials, ensuring a seamless workflow for the leadership team as well as working with the Benelux Office Services Team based in Brussels.

What your day will look like:

• Be in the office to closely work with the team where needs arise when it comes to office support, such ordering stationary, liaising with building manager and prepare for in-office client meetings.
• Assisting with office-related administrative tasks and providing cover for the Office Services Team in Brussels when required
• Answering the general phone line
• Coordinating and maintaining diaries of Partners and Directors, organising appointments, meetings, and travel arrangements
• Arranging detailed travel schedules with our travel provider for Partners and Directors, and other team members as necessary
• Monitoring, responding to, and redirecting emails as appropriate; managing Webex or Teams calls, taking messages, and assisting clients as needed
• Working closely with leadership to track work progress, ensure timely follow-up, and prepare required information for meetings, presentations, and proposals
• Assisting the marketing team with organising internal and external events and providing on-site support when necessary
• Preparing and submitting expense claims via Emburse in a timely manner
• Providing PA support coverage during other Europe PA absences and providing support for Europe Partners and team members as needed
• Administering incoming and outgoing documents for the Amsterdam office, ensuring they are scanned on arrival and saved into the correct locations and caseworkers notified
• Adhoc document tasks for caseworkers as requested e.g. legal certification preparations, client related requests
• Document handling, destruction and data protection rules followed to ensure compliance with firm’s protocols (GDPR)
• Acting as the IT liaison for the Amsterdam office, supporting new employees
• Performing other ad hoc administrative duties as required

The team:

The Amsterdam office is a dynamic practice and a rapidly growing hub for the expansion of Fragomen in the Benelux region. Our team provides comprehensive administrative support to key leaders, fostering a well-organised and efficient office environment. Working closely with our Partners and Directors, the office support roleplays an essential role in supporting leadership operations and facilitating smooth day-to-day activities.

What we are looking for:

Essential criteria:

• Proactive and Organised: Ability to anticipate needs, manage competing priorities, and complete tasks accurately within agreed timeframes
• Communication Skills: Strong written and verbal communication skills, with the ability to engage effectively with staff and clients
• Technical Proficiency: Proficient in Microsoft Office, email, and internet systems
• Client-Focused: A customer-oriented mindset with the ability to support and maintain positive working relationships
• Flexibility and Adaptability: Comfortable adapting to new challenges and supporting various team needs
• Detail-Oriented: Strong organisational skills, with experience in handling confidential and sensitive information professionally

Preferred skills:

• Demonstrates proficiency in word processing, Internet and email systems
• Completes tasks within agreed timeframes and in line with expectations
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Dutch and English language skills
• Previous experience of working at a law firm

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully c