Administrative Assistant (US Shift)

The role

We are looking for people who:

• can demonstrate a keen interest and enthusiasm to understand their Stakeholder's priorities
• are self-starters but also team players ready to help others and contribute to the overall success
• listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"
• in short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients

The broad scope of the role involves supporting allocated Stakeholders as an Administrative Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies/career. The role will be part of the Virtual Assistant Team and will include working as part of a team to ensure a high-quality service to all Stakeholders. 

Key responsibilities

The AA will provide administrative assistance and support to their Stakeholders, including and not restricted to:

• Financial Processes & Expense Management: Manage end-to-end processing of expenses, invoices, overtime claims, and purchase orders. Ensure timely and error-free submissions while tracking against budgets where necessary.
• Intapp Tasks: Manage and coordinate matter creation and reactivation. Support time-related tasks such as time transfers, reversals, and resolving incomplete or held timesheets for fee earners.
• Travel Management: Coordinate travel arrangements, including research, booking, and related logistical support.
• Meeting Coordination: Support meeting logistics such as ad-hoc scheduling, catering arrangements, and meeting room bookings, as needed.
• Reporting & Data Management: Maintain reports as required and assist in gathering missing data by coordinating with partners, partner secretaries, associates, business professionals, etc.
• Documentation Support: Perform basic edits and formatting of Word and PowerPoint documents. Draft letters and other business communications as needed.
• Procurement & Vendor Management: Manage supplier records, raise purchase orders via Proactis, and coordinate with the Finance team for invoice payments.
• Research & Knowledge Management: Conduct open-source research, update knowledge databases, and maintain the Business Development contact database in InterAction.
• Employee Experience: Assist with new hire onboarding and induction as needed, manage corporate gifting for occasions, and pick up other ad-hoc tasks as needed.

Your experience

• Qualification: Bachelor's Degree from a reputed institute
• 2+ years' experience, preferably in a multinational organisation with exposure to multiple cultures
• Strong attention to detail, excellent organisation skills, and proven experience of prioritising workloads to meet deadlines with impeccable multi-tasking abilities
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs
• Ability to deal with new and unfamiliar situations
• Very good written and verbal communication skills
• Approachable, helpful and flexible 

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.

Equal opportunities statement

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here

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