Job Description
The role
As Team Assistant you will be responsible for providing professional core business support to business professional teams globally.
The support provided will be as part of a team with shared responsibilities and collective accountability working with the firm's other Business Professionals teams.
Who you will work with
This Team Assistant role is situated within the Global Business Support department (GBS).
As GBS Team Assistant you will report overall to the Document Production Manager.
What you will be responsible for
You will manage jobs through a shared mailbox and prioritise based on agreed deadlines and as directed by the Document Production Manager.
You are expected, on a daily basis, to create positive working relationships with clients and team members. The keys to success in this role are: flexibility, staying calm under pressure, having excellent planning and prioritising skills, as well as good communication skills and understanding that, whilst the tasks can, at times, be basic, the Team Assistant role is a fundamental support function and is key to the smooth running of the firm.
You will provide support to a varied group of business professional stakeholders from admin level to Director.
You will be responsible for ensuring that all activities are carried out in compliance with the firm's policies and regulatory requirements.
What you will do
You will sit within the London office and be responsible for delegating and steering work to the appropriate specialist CC team, which may include Document Production (DP), Service Centre, Design, Print Services, and other Business Professionals teams.
You will support Business Professionals predominantly with the following key tasks:
Practice Management
- Printing, scanning, copying and filing
- Entering contacts cards into Outlook or Interaction
- Creating letters and making minor document amendments via Adobe PDF and the Microsoft package
- Document management including converting to PDF, collating PDFs, renaming, document compares – standard and Change-Pro
- Liaising with Document Production Unit (DPU), as appropriate, in order to support fee earners/"users"
- Creating folders – indexes and labels
- Attending meetings and taking minutes/action notes
- Providing full support on video conferencing using CC supported applications
- Handling internal and external post, including liaising with the mail room, as appropriate
- Saving and filing documentation using the firm's document management system
- Participating in the delivery of ad hoc projects and tasks, as required
- Maintaining overall support through core administrative and communication activities
- Booking meeting rooms (London and overseas)
- Booking client entertainment (e.g. restaurants, tickets)
- Arranging domestic and international travel: flights, trains, hotels, taxis, currency, maps and liaising with the in-house travel provider, as required.
Client Focus and Support
- Building relationships with internal clients and key stakeholders, as appropriate
- Assisting with the organisation of events – researching venues, invitations, collating RSVPs, preparing badges, client registration
- Producing standard regular Vmails
- Assisting with the amendment of in-house Business Development correspondence/documents.
Financial and Matter Management Support
- Processing and managing all expenses and invoices, liaising with Accounts Payable when required
- Providing support and guidance on Expert Time
- Processing Purchasing Order requests
Best Delivery
- Having awareness of the firm's processes and best practices including systems and Best Delivery tools
- Encourage use of the Best Delivery hubs and engaging with and using the firm's Best Delivery tools to provide efficient support to fee earners and/or Business Professionals.
You will also assist the London practice area based Service Centres and Team Assistants with the following practice area specific tasks:
- Creating Bound Volumes
- Working with data rooms, including printing/downloading
- Setting up FileShare sites, uploading/downloading documents
- Audio transcribing – digital and tape
- Supporting with the integration of new trainees into the team, general guidance on firm processes, arranging any equipment and ensuring full workstation set-up, scheduling introduction meetings with key personnel outside HR induction, and providing general advice on queries
- Supporting the financial and matter cycle using Intapp – running reports, amending narratives, processing matters, amending matters, requesting access for fee earners via Security Policy Manager console (SPM), setting up distribution lists
- Processing timesheets through Expert Time, as required
- Assisting with the billing process – creating letters, amending narratives, searching for previous invoices
- Supporting LPM/LPE teams with first-level narrative reviews of matters
- Supporting your allocated fee earners to ensure that they are compliant with timesheet entries; running timesheet reports, inputting holidays and absences, resolving unposted/held time and providing support on Expert Time queries
- Assisting with good housekeeping of documentation, including post-closing administration
Company Description
Who we are
As one of the leading international law firms, our work spans jurisdictions, cultures, and languages – and so do our people.
We believe every career at Clifford Chance 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 collaborative 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 our teams.
Whatever your area of expertise, Clifford Chance is a place where the brightest minds meet.
Qualifications
Your career experience so far
You will have:
- Previous experience of working in a support/administrative support role, ideally from working within a professional services firm would be an advantage, but not necessary
- Good knowledge of Word, PowerPoint, Excel and Outlook
Skills:
- Excellent organisation skills with strong attention to detail
- Strong collaboration and interpersonal skills
- Excellent communication skills, both verbal and written
- Excellent work ethic; proactive and motivated to learn
- Exceptional team player with an ability to work autonomously
- Willingness and enthusiasm to work with and support different groups within the firm, as required
- Understands the importance of the role and how this contributes
- to the firm and its strategy
Qualifications:
- 5 A*-C GCSEs, including English and Mathematics
- CILEX or BTEC Administration qualifications are desirable, but not essential
How we will support you
From your first day with us, you will have varied opportunities to continuously grow and develop your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.
Additional Information
Hybrid Working
Due to the nature of this role, office attendance is required for more than our 'balanced' hybrid working policy. The expectation for this role is to be working in the office for a minimum of 80% of your time. Please see our careers site for further information on our working environment.
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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