Administrative Specialist (english & italian)

Milan, Italy

Temporary

Entry Level

Please send your resume in English; applications not submitted in English will not be considered.

We are looking for outliers, wired differently from the traditional law firm mindset!

Are you the type of employee who thinks outside the box but feels confined in conventional law firms? Do you want to work in a fast-growing, disruptive, startup mindset environment?

Then, continue reading. This is your opportunity.
At Lexidy, we work with passion and purpose! We help expats and entrepreneurs do business and make investments in Europe. We serve them by providing 360-degree assistance for the most important milestones in their lives.

We are a Legal Tech Boutique that’s wired differently to simplify our customers’ lives. We are sharp, digitally focused and dynamic.

🌍 Location: Milan office- Italy
⏰ Temporary contract: 6 months

The Team
You will be part of the Immigration Department, reporting to the Head of Immigration Italy and also giving support to other areas (Tech Department) of Lexidy. You are going to deal with all international mobility-related cases. As a multifaceted team, our experts can respond to multiple different types of questions.

🎯 Mission

Support the legal team in optimizing immigration processes and enhancing client experiences through innovative technology and dedicated assistance. Foster collaboration and efficiency while actively contributing to a positive team environment focused on continuous improvement and client care.

 Tasks

Assist the Legal team with various processes, including:
- Organise and manage office supplies, equipment, and workspaces.
- Maintain a clean, organised, and functional office environment.
- Coordinate events and conferences.
- Answer phone calls, redirecting or handling inquiries as needed.
- Being the bridge between lawyers and Service Providers.
- Organise and update filing systems, both digital and physical.
- Provide basic IT support, such as troubleshooting office equipment and software.
- Ensure office hardware and software are up to date and functioning.
- Registration with Tax Authorities
- Organising the client's files for each provided service
- Scheduling appointments with Banks
- Scheduling appointments with the State Police (Questura)
- Scheduling appointments with the City Hall (Comune)
- Scheduling appointments with the Province Direction, Immigration Desk (Sportello Unico Immigrazione - Prefettura)
- Scheduling appointments with Consulates or third-party service providers (e.g. VFS Global)
- Visiting public authorities
- Conducting follow-ups with legal authorities regarding the status of cases.
- Accompanying clients in person in Public Authorities visits/appointments.
- Updating the status of deals and quotes sent to prospective clients in HubSpot.
Draft and edit legal documents and forms using advanced technology tools to enhance efficiency and accuracy.
Engage with clients to provide updates on documentation and processes via HubSpot and Parallel.
Implement automated triggers in HubSpot to ensure clients receive timely status updates.
Accompany clients to appointments, serving as an interpreter and ensuring a smooth experience.
Assist clients in resolving bureaucratic challenges and navigating complex processes.
Support attorneys in conducting thorough legal research to facilitate case preparation and strategy.
Manage correspondence with the post office and prepare expense reimbursement requests.
Perform general administrative tasks to ensure smooth office operations.
Maintain strict confidentiality and uphold ethical standards in handling sensitive client information, adhering to professional codes of conduct.
Advocate for the effective use of technology within the legal team, promoting best practices and tools that enhance productivity and streamline processes.
Implement, manage, and maintain automation tools to streamline legal and administrative processes, ensuring smooth integration with existing software systems.
Provide training and technical support to the team on automation tools, and act as the main point of contact for troubleshooting.
Coordinate with Lexidy’s Tech Team to implement new technologies and initiatives in the Italian Jurisdiction framework.
Responsible for labour safety training and compliance in the office.

 What's in it for you?

An open-minded and collaborative organizational culture of enthusiastic lawyers
Informal, entrepreneurial and flexible atmosphere in our offices
Free coffee, drinks and healthy snacks
A Career Development Plan: takes place every six months and is focused solely on you
A network of coaches and mentors to boost your leadership skills and personal development
Access to learning and development platforms
Flexible working with remote options
Corporate Erasmus opportunities within our offices around Europe
Accountability is one of our favourite words. We strive for autonomous and independent ways of working
Growth opportunities, both locally and globally
Diversity: no day is the same and there is never a dull moment

 You have:

Fluent in English and Italian (C1/C2). Other languages are definitely a plus!
Excited about and curiosity about digital tools, process automation and innovation
Previous experience in an administrative legal role is a plus
A collaborative, flexible, and positive can-do attitude - always willing to learn and help steer the team to work well together. Let’s get the job done!
Passion, energy, and commitment
A natural tendency to share knowledge with your colleagues. You will communicate ideas clearly and ensure everyone understands
A client-centric approach. You are a true partner and someone who genuinely cares about the people you help. You go out of your way to give them what they need to serve the business
You enjoy solving problems. You love taking on complex challenges and finding creative solutions
You are motivated and driven. Voluntarily participate in new challenges without waiting to be asked

And this would be awesome:

Entrepreneurial mindset: Lexidy is expanding. We need your business ideas to continue to cross borders
Experience in a hyper-growth stage startup
Experience with digital tools such as Hubspot
Project management skills, including planning, prioritizing work and meeting deadlines

We look after our employees by creating a professional and personal development space. All employees are encouraged to be free thinkers and suggest solutions that could benefit the company. We believe that a warm and friendly work environment helps to promote a general sense of peace of mind, which is essential to our client's satisfaction. Lastly, at Lexidy, ties are banned, and it is mandatory to have fun!
At Lexidy inclusion and diversity are essential. We encourage people from all ethnic groups, genders, sexualities, ages, and abilities to apply. We want to hear from you!

Join an exciting challenge! Apply now 🚀

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