Job Description
This position is responsible for providing administrative support to the lawyers, paralegals, business professional executives of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. This includes, where applicable, appropriate communication and cooperation with other Business Professionals Departments, with the objective of delivering an excellent service to the lawyers and clients.
Personal Assistance and Correspondence
- Administering and process expense reimbursement in compliance with the Firm's expense policies
- Scanning, storing, submitting and filing I-expenses reports in accordance with accounting team's instruction.
- Other ad hoc personal assistance
- Supporting new joiners / leavers of office / team customs
- Support lawyers, as required on updating time recording entries into the Firm's systems
Calendar, Meetings, Calls Administration
- Looking after necessary arrangements for meetings and conference calls, including liaising with reception and IT for appropriate room bookings and equipment set-up and catering to be served
- Regular internal meetings/trainings arrangement - booking rooms, ordering lunches if necessary, arrange necessary IT facilities and sending invitations out for the attendees
- Monitoring and managing incoming telephone calls/messages as efficiently as possible. Taking messages and following up with lawyers to ensure that calls are being responded to. In periods of lawyers' absence, effectively transferring calls in accordance with lawyers' instructions
Travel Arrangements / Reservations
- Managing travel and hotel arrangements including booking air tickets and accommodation through the Firm's travel agent and arranging visa applications
- Booking taxis
- Restaurant reservation for both internal / external purposes for the team
- Managing ad hoc personal reservations and arrangements
Document Management
In relation to both legal and non-legal documents:
- Transcribing, editing and amending legal and other documents including marketing presentations and materials. Convert, compare, copy type and proofread the same as necessary, ensuring that documents comply with house style
- Identifying when it is appropriate to utilize the services of the Firm's DPU in accordance with operational guidelines and policies and liaising with the DPU team in relation to the completion of requests
- Facilitating the scanning, photocopying, binding, printing and fax transmission of documents through the Office Services in accordance with operational guidelines and policies
- Filing and archiving of all clients and office related materials (both in electronic and paper format), for the archiving of closed physical files off-site and maintaining file lists of new, current and closed files
- Assisting with good housekeeping of documentation including post-closing administration as required including the set-up and maintenance of the matter document storage site: ensuring deliverables such as share certificates and security are registered, preparing bibles, ensuring that digital and hard copy versions are available, sending out bibles to all parties as required, bind originals of large documents, make copies of all originals and distribute as needed.
Support in relation to billing admin paperwork (if required)
- Working with Practice Support Coordinator to revise narratives for the relative billing process (if required)
Support in relation to Business Development Activities (if required)
- Enter and maintain client details and lawyers' client lists on InterAction or outlook.
- Updating lawyers' CVs and photos using the template provided by the BD team
- Assist with the drafting and maintenance of schedules of visiting partners and working with BD on the relevant logistics
- Gather information on lawyers' BD activities and ensure that information is entered and maintained on the BD tracker and InterAction
- Summarizing questionnaire of the seminars
- Provide support as necessary for major events
Projects
- Provide support for operational improvement projects as required
Team Coverage
- Providing support to buddies in all aspect of work when buddies are on leave and when there is an overflow of work
Other tasks
Provide support for other tasks as required by the fee earners and the office manager from time to time.
Company Description
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.
Additional Information
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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