{"id":1335423,"url":"https://alion.io/job/norton-rose-fulbright-executive-assistant-2","title":"Executive Assistant","company":{"id":1756075,"name":"Norton Rose Fulbright","domain":"nortonrosefulbright.com","url":"https://alion.io/company/nortonrosefulbright-com","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":77,"open_postings":41,"ghost_share":0,"stale_share":0.902,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-11-05T05:54:30Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Luxembourg City, Luxembourg"],"countries":["LU"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":46000,"max_usd":109000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2376},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-16T00:00:00Z","employer_posted_date":"2026-09-16","last_verified_at":"2026-11-05T07:02:46Z","board_verified":true,"closed_at":null,"days_open":50,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":50},"description":"Practice Group / Department:\nCorporate Team 1 Leadership - LuxembourgJob Description\nNorton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide a full scope of legal services to the world’s preeminent corporations and financial institutions.\nOur vision is to be a world class business, profitable, ambitious, cooperative and considerate, supporting our clients and people through our global business principles of Quality, Unity and Integrity.\nWith over 7,000 employees worldwide, our culture is the thread that connects us. Our strategy and culture are closed connected - defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we are looking for people who are innovative, commercially minded, and motivated by the impact of the work they do - ready to share in our ambition and help shape what comes next.\nBecause while individuals can do well, together we achieve something extraordinary.\nThe Luxembourg team\nThe Norton Rose Fulbright Luxembourg office, established in June 2017, consists of a dynamic and\nenthusiastic team that works closely with colleagues across our global network. We offer our employees\nand associates the opportunity to play an integral role in strengthening the firm's presence within the\nLuxembourg market.\nOur team is made up of experienced and multilingual lawyers with extensive knowledge of the\nLuxembourg legal and regulatory environment. We advise clients across the firm's core practice areas,\nincluding Corporate, M&A and Securities, Investment Funds, Banking and Finance, Real Estate, and\nTax.\nAlongside our legal teams, our Business Services professionals play a vital role in the success of the\noffice. Bringing together experts from People & Culture, Finance, Office Services, Marketing and\nBusiness Development, and Executive Assistant functions, they provide essential support to both our\nlawyers and clients.\nAs a collaborative and dynamic team, they help drive the firm's day-to-day operations, support key\nbusiness initiatives, and contribute to a positive and inclusive workplace. Whether managing critical\nprocesses, delivering high-quality client-focused support, or leading office-wide projects, our Business\nServices professionals are an indispensable part of our continued growth and success.\nAvailability, quality and responsiveness are the hallmarks of our team.\nThe Role\nThe Executive Assistant will organize and manage the day-to-day administrative and office support\nactivities for our legal teams. The role involves providing fee earners with effective, high-quality\ndocument production, practice administration, and administrative support tailored to their specific\nrequirements.\nThe Executive Assistant will also perform any other duties as may be required and assigned by their\nsupervisor to ensure the efficient operation of the Department, Office, and Firm.\nSpecific responsibilities include:\n General administrative support:\nDiary management: organisation of internal/external business meetings (booking location,\nSending calendar invites, coordinating video/audio...)\nDocumentation assistance: scanning and printing jobs, bible creation, closing preparation,\nLiaising with doc production, filing (notably on IManage), proofreading\nPrepare correspondences (letters, emails) using document management software (Microsoft Office 365, including Word, PowerPoint and Excel, pdfDocs, Adobe etc.)\nOrdering RCS Extracts, AoA, RBE extracts, certified versions\nRCS: Filings & follow-up\nExpense claims preparation (Chrome River)\nTeam management and coordination with other support services\nTranslation of documents\nParalegal tasks for the Corporate team\nMatter and financial administration:\nProcess new matter requests (requesting conflict checks, opening, maintaining and closing matters in NRF systems) ensuring all necessary information is provided accurately to finance and compliance\nPoint of contact for all matter administration including, but not limited to, new payor and TPP requests, adding new clients, checking on matter status, establishing a good dialogue wit central finance and compliance teams, Partner allocations\nCreation of engagement letters\nProduction and sharing of WIP reports within the team\nLiaise with finance and team to support the billing process as necessary e.g. narrative amendments, creating tasks and phases, moving time entries, changes to rates, entries on draft invoices and write downs\nRegular follow-up re. matter openings with CDD teams\nAssistance in the AML/KYC process for clients, where needed\nAudit letters : drafting (collecting necessary information from Lux Finance and from RCS, sending out to Auditor and Company by email and by post)\nLead on Know-How matter opening\nMarketing and BD process support:\nCoordinate travel planning (with our travel agency) and coordinate comprehensive travel programs, to include assisting with booking flights and preparation of itineraries etc. in conjunction with the Firm's designated travel management company and in accordance with the Firm’s Greener Flights Policy\nSupport partners BD activities as necessary e.g. draft BD / CRM emails (lunch, thank-you notes, follow-up, reminders, reactivation, offer follow-up, etc.)\nRegistration for conferences\nMaintaining InterAction: create new contact, update contacts, save all BD events and logging key information\nLight editing of client presentations\nSkills and Experience Required :\nAt least 5 years’ experience in a similar position within a law firm\nFluent in French and English, German knowledge will be considered as an asset\nProficient in Microsoft Pack (Word/Excel/ PowerPoint/Outlook)\nExperience with Intapp would be considered a strong asset\nPro-active and taking ownership of queries, dynamic, highly organized, team-spirit, rigorous and at ease in an entrepreneurial international set-up\nExcellent communication skills\nExercising confidentiality and discretion\nDiversity, Equity and Inclusion\nTo attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. \nOur new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.\nWe are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.","description_format":"text","description_chars":7210,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"French","level":"Advanced (C1)","optional":false},{"language":"German","level":"Advanced (C1)","optional":false},{"language":"English","level":"Advanced (C1)","optional":false}]},"benefits":["Equity"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Financial Services","Professional Services","Legal Services"],"lifecycle":[{"event":"open","at":"2026-09-27T13:53:14Z"}],"visa":[],"liveness":{"score":20,"band":"cold","label":"Long shot","p_open":1,"p_active":0.559,"p_room":0.36,"age_days":50,"expected_fill_days":30,"reasons":["conf:4","stale_co","velocity","win:tail","crowd:brand"],"computed_at":"2026-11-05T05:54:30Z"},"pay":null,"html_url":"https://alion.io/job/norton-rose-fulbright-executive-assistant-2","json_url":"https://alion.io/job/norton-rose-fulbright-executive-assistant-2.json","meta":{"generated_at":"2026-11-05T07:58:16Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":10114,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-06T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1756075},"rest":"https://alion.io/mcp/rest/get_company?id=1756075"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fnorton-rose-fulbright-executive-assistant-2"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fnorton-rose-fulbright-executive-assistant-2"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fnorton-rose-fulbright-executive-assistant-2"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/norton-rose-fulbright-executive-assistant-2\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fnorton-rose-fulbright-executive-assistant-2"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":1335423}},{"tool":"search_jobs","arguments":{"company":"nortonrosefulbright.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":1335423},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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