Overview
Administrative Assistant role at Clyde & Co. Department: Legal Support. Location: Various. Role: Administrative Assistant.
The role provides administrative and file management support across the team. Work may come directly from the fee earner or through the work allocated by the Practice Assistants. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support, recognising and translating the needs and expectations into a responsive service.
Responsibilities
* Client Relationship Management: Liaise with Practice Assistants to provide support to Client & Marketing for scheduling tender meetings, directory interviews, client training, etc.
* Client & Contact Data Management: Liaise with Practice Assistants to enter, maintain and update interactions – adding new prospects, clients and contacts, activities and business development information.
* Process Knowledge: Ensure current knowledge of client-specific protocols and processes and build these into current practices.
* Administrative – File Management: Update and maintain all files, ensuring documents are filed correctly and named in line with business-wide naming conventions and correct folder structures are adopted (electronic and paper).
* Document Handling: File opening and closing – matters set up on the relevant document/case management system; undertake all file closing/archiving procedures ensuring compliance at all times.
* Event Coordination: Assist Practice Assistants in organizing internal and external events, seminars and conferences; arrange registers, delegates; book travel; print/send materials; arrange giveaways.
* Promotional Goods & Stock: Responsible for ordering all promotional goods and ensuring stock levels.
* Logistics & Ad-hoc Requests: Make room and taxi bookings as requested, organise hand deliveries and courier requests, and handle other ad-hoc requests.
* Document Services: Printing/copying/scanning of documents flowing to document solutions for support with high-volume jobs, as appropriate.
* Communication: Liaise with team members on workload to ensure deadlines are met and answer internal calls for other team members as required.
* Stakeholder Support: Liaise with and take direction from Hub Leader, Practice Assistants and Legal Support Assistants.
* Financial & Processing Support: Assist with billing and expenses as required. Manage priorities and workload to ensure deadlines are met and liaise with Hub Leader/Legal Support Managers when challenges arise. Create and upload information to client data rooms in line with instructions from fee earners, Practice Assistants and Legal Support Assistants.
* Printing & Court Bundles: Production of court bundles (paper and electronic copies); ensure the master bundle is prepared in line with fee earner instructions and court rules; coordinate with central copy team for printing/copying; pre-book delivery methods as needed.
* Compliance & Records: Check client and internal data for accuracy; ensure compliance with firm-wide/department policies; check post and/or emails and file client-related correspondence appropriately in the firm’s document management systems.
* Customer Service: Attend team meetings; update on work requirements with fee earners, Hub Leaders and Legal Support Managers; keep service users informed on progress; offer assistance where possible.
Essential Skills & Experience
* Effective communicator with internal and external clients in a professional manner; strive to provide exceptional service.
* Good organisational skills and ability to manage time effectively in a fast-paced environment.
* Conscientious with personal responsibility and accountability for delivery and quality.
* Positive can-do attitude; adaptable to change.
* Excellent attention to detail; customer/client service focused.
* Proactive, professional and flexible approach; keen to develop and learn over time.
* Excellent team player with willingness to take on new responsibilities and challenges to provide high-quality service.
* Relevant office-based administration experience; aptitude for administration management and processes, with experience of working with document management/case management systems.
* Intermediate knowledge of Microsoft Office.
The Firm
Clyde & Co is a leading global law firm, specialising in sectors underpinning global trade and commercial activity. It is globally integrated, offering a range of contentious and non-contentious legal services and commercially-minded legal advice. The firm is committed to diversity, inclusion, pro bono work, volunteering and environmental initiatives, with a broad global presence.
We are an equal opportunities employer. We welcome applications from suitably qualified individuals regardless of background or identity. Please review our privacy notice for details on personal data handling.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Law Practice
Please note: this description reflects the role as of now and Clyde & Co reserves the right to amend it in accordance with business needs. This posting may include additional related roles as part of broader team listings.
#J-18808-Ljbffr