Team Assistant - London, United Kingdom - Clifford Chance LLP

Clifford Chance LLP

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

As Team Assistant you will be responsible for providing professional core business support to practice areas and business professional teams.

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

The Team Assistant role is situated within the Service Centre team, which is part of the wider Global Business Support function.

There are five Service Centre teams across London, who, together, form an overall large team (Service Centre) and you must be flexible and agile, with the ability to move as required to support other teams to meet business needs.

You will work collaboratively with other Team Assistants across London and Delhi within the Service Centre, as well as provide support to a wide range of stakeholders across the firm.

As Team Assistant you will report overall to the Service Centre Manager, with day-to-day workflow being monitored by the Service Centre Workflow Co-ordinator (WFC).

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 Workflow Co-ordinator and/or Service Centre Managers.

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 Service Centre is a fundamental support function and is key to the smooth running of the firm.

If you are based in a practice area team, you will have a number of Trainee Lawyers allocated to you for whom you and your team will provide dedicated support.

You will provide support to an allocation of approximately 8-10 trainees in their practice area.

You are responsible for the trainees' day to day administration support, as well as ensuring the trainees settle into their practice area by completing the onboarding process for each allocated trainee.

If you are based within the Business Services Service Centre, 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), Delhi Service Centre, Design, Print Services and other Business Professionals teams.

You will support both practice areas and Business Professionals predominantly with the following tasks:
Practice Management

Printing, scanning, copying and filing
Creating Bound Volumes
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"
Working with data rooms, including printing/downloading
Setting up FileShare sites, uploading/downloading documents
Creating folders indexes and labels
Audio transcribing digital and tape
Attending meetings and taking minutes/action notes
Supporting with the integration of new trainees into the team, general guidance on firm processes, arranging any equipment and ensuring full workstation setup, scheduling introduction meetings with key personnel outside HR induction, and providing general advice on queries
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 inhouse 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 inhouse Business Development correspondence/documents.

Financial and Matter Management Support

Supporting the financial and matter cycle using Intapp running reports, amending narratives, processing matters, amending matters, requesting access for fee