Legal Administrative Assistant

Overview At MoFo, we couldn’t write our own success story without yours. Ready to write your story? Join MoFo as a Legal Administrative Assistant on our Legal Secretaries team! This role can be based in Brussels - https://www.mofo.com/offices ABOUT THE ROLE Responsibilities Guided by department objectives and priorities, this position provides comprehensive administrative, business, and operational support to teams in Brussels and Amsterdam. Ensures client service and satisfaction are attained in all areas of position. Essential Functions Business Administrative Support Takes ownership of the onboarding of new clients and matters, ensuring that all relevant regulations are complied with, including preparing engagement letters and processing conflict reports. Assists Client Account Manager (biller) with the following tasks: Requesting and tracking PO#s for client invoices Following up on overdue invoices Preparing drafts of new client vendor set up request forms. Maintaining tracking sheet of billing requirements for each client/. Transmitting non-ebilled invoices to clients via email. Uploads and submits local counsel invoices into the Chrome River system, ensuring all details are correctly recorded. Manages the submission in the Chrome River system of reimbursements for Brussels and Amsterdam teams, ensuring all expenses are properly recorded and reimbursed. Business Development/Travel Admin Support Plans and books attorneys’ business travel, preparing comprehensive travel itineraries (listing full contact information before departure as required). Uses firm wide Salesforce database to maintain accurate contact lists including linking Business Development expenses in Chrome River (travel and expense management software) to contacts in Salesforce. Works with Marketing department to plan Business Development trips and pitch meetings with potential clients. Provides on-site support for marketing events, ensuring smooth coordination and assisting with event logistics. Word Processing/Secretarial Support Provides responsive support to attorneys with document preparation, presentations, data organization, and any other requests to ensure smooth workflow and timely assistance. Facilitates the secure transfer of case/client data in accordance with firm’s data security policy. Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery. Tracks and records periods when attorneys are unavailable for assignments, providing updates and availability statistics to support scheduling needs as required. Compliance Support Assists assigned attorneys to adhere to daily time note compliance policy, including inputting, editing, proofreading, and closing timenotes on a daily basis. Runs weekly reports on associate hours in IntApp timenote software. Assists assigned attorneys to adhere to firm Risk Management policies as regards electronic filing of e-mails. Seeks out and registers attorneys for seminars and conferences to ensure attorneys meet Continuing Legal Education (CLE) requirements including uploading certificates of attendance are uploaded to “MoFo Learn” and bar websites as required. Additional Duties Assumes additional Firm responsibilities as requested. As part of the Brussels office Social Committee, researches and organizes Summer and Year End events, plus wellness and other social/team building activities. Assists MoFo Foundation team by identifying and selecting charities for annual donations, including contacting charities to confirm details, preparing voting forms, and drafting voting forms for the office about the selected charities. Plays an active role in Brussels support team providing backup assistance to team members including vacation and overflow coverage. Professional Development Remains current in industry trends relevant to position and the legal profession. Ensures expertise in technology relevant to position; proactively uses most current technology to further teamwork, client service, and efficiency. Client Service, Confidentiality, and Safety Consistently promotes and models the Firm's Client Service Principles. Ensures compliance with the Firm's Information Handling Policy. Adheres to the Firm's General Safety Practices. ABOUT YOU Qualifications Education and Experience: Bachelor’s degree preferred and relevant experience in a professional services firm strongly preferred. Excellent professional level of English required. Familiarity with legal systems and processes preferred. Teamwork and Applied Skills Ability to multi-task, work under pressure and complete job assignments in a highly accurate and timely manner. Highly proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel, Outlook and Mac Pac. Excellent teamwork skills and commitment to delivering client service by assisting co-workers. ABOUT MOFO At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition. About Us: https://www.mofo.com/about Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation ABOUT OUR BENEFITS MoFo offers a comprehensive benefits package starting on your first day. A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family. Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care. Global wellness program, including free access to Talkspace and Calm apps. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The application deadline is 15 May 2026. For questions regarding this position, please e-mail jobs@mofo.com