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.
Job Description
The role
As Junior Executive 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 and supporting key stakeholders.
Who you will work with
This Junior Executive Assistant role is situated within the Global Business Support department (GBS).
As Junior Executive Assistant you will report to the Global Business Support Team Leader.
You will work collaboratively with the wider GBS Virtual Assistant Team and the World Firm Executive Assistants.
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 GBS Team Leader.
You are expected, daily, 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 will be contributing to a fundamental support function which 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:
Main responsibilities
- 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
- Creating folders – indexes and labels
- Attending meetings and providing 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
- 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
- Diary management for key stakeholders
- Supporting World Firm Executive Assistant's with the above tasks
Internal Networks and communications
- 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
- Coordinating all photography bookings, liaising with the external stakeholders, and ensuring they are uploaded in a timely manner
- Supporting World Firm Executive Assistants with projects and similar activities
Financial Support
- Processing and managing expenses and invoices
- Processing Purchasing Order requests
- Supporting World Firm Executive Assistants in the above tasks
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 Business Professionals
World Firm Team Support
- Drafting emails on behalf of key stakeholders
- Supporting with events and liaising with internal and external stakeholders for availability
- Supporting with travel requests and collating itineraries
- Proactively supporting with timesheet entries
- Helping to organise and gather information from various internal and external stakeholders, including clients, and reporting that information.
Qualifications
Your experience
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.
What we offer including our broad range of benefits and working environment
When you join Clifford Chance, you will have access to a broad range of benefits to support you across many aspects of your personal and professional life including financial, wellbeing, lifestyle, and family friendly benefits. For more information on what we offer specifically in the UK, please visit our What We Offer page on our career site.
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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