Administrative Assistant

Profile

Clyde & Co is a leading, sector-focused global law firm with 400 partners, 2000 legal professionals and 4000 staff in over 50 offices across six continents. Its core global sectors position it at the heart of global trade and commerce: insurance, trade & commodities, energy, transport, and infrastructure. With a strong emerging market focus, the firm has achieved compound average annual revenue growth of 12% over the last five years, making it one of the fastest growing law firms in the world with ambitious plans for further growth.

A busy administrative role supporting case handlers (including, but not limited to attorneys and paralegals) across the North American Region. The individual should be flexible, proactive and be able to organize themselves well and prioritize their work. Will work closely with attorneys, paralegals and legal assistants, assisting them with their day-to-day needs, at times dealing with confidential information. Should have a professional and proactive approach and a strong focus on client service provision.

This position is fully in office Monday - Friday.

Key Responsibilities

Operations

Greets clients and visitors and assist with visitor inquiries

Answer all incoming calls from the main switchboard and route them to the appropriate person

Provide back up in all areas of day to day office operation

Assist in managing local library inventory and supervise library filing updates

Assist with attendance office notification when someone is out or is running late

Maintain office attendance and visitor log (Covid-19 environment)

Manage office phone system. Work with vendors and internal IT department to fix phone issues on as needed basis

Assist with new hire orientation

Review and process operation invoice statements as needed

Assist with office credit card reconciliation report

Monthly reconciliations of office credits cards and court docket prepaid accounts

Handle new parking requests, validations, and monthly invoices

Order new joiner office access cards and assigned property access via Brivo

Provide back up to office service clerk as needed

Provide back up to records management

Profiles into firm document management system all incoming mail, faxes, overnight deliveries, and forwards to appropriate teams for further handling

Order new joiner business cards

Distribute disposable masks to office visitors

Assist with ensuring that social distancing requirements are being met in common areas

Assist with ensuring that the SendWordNow database to up to date with most current contact information

Legal Support

Works with attorneys and legal assistants to enter litigation/case related dated into firm calendar management program and ensure that closed matters are promptly closed

Assists with downloading and saving electronic records

Assists with downloading electronic court filings, saving into document management system and routing to appropriate team

Assists with closing matter memos

Assists with preparation of expense reports and tracking payment of same

Assist with additional administrative or legal support ad hoc projects as needed

Provide overflow administrative support to practice groups or region as needed

Facilities

Coordinate maintenance and cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen, and coffee station in orderly appearance

Ensure furniture ordering packages are completed correctly and on time

Serves as secondary contact for facilities services in coordinating facilities improvement project

Coordinate fridge cleaning with building management and office service team

Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management

Ensure the office has enough emergency supplies and emergency preparedness plans are in place

Evaluate life & safety procedures and work with management to develop a safe workplace

Coordinate bi-annual carpet cleaning schedule

Notify specific vendors of any problems with office machines and follow through to see all repairs are completed

Conference Services & Hospitality

Supervise and assist all conference room reservations for the office

Ensure conference rooms are neat and supplies are maintained at established levels

Perform quality of service checks on local conference room meetings

Set up conference rooms for meetings and special events

Make hotel and car reservations for expecting visitors

Coordinate and assist with VIP reception events for clients and employees of the firm

Work closely with catering company for all reception and catering needs

Provide support in audio visual set-ups for meetings and conference calls

Qualifications:

Excellent organizational skills

Ability to organize a varied workload and prioritize tasks to meet agreed deadlines

Excellent communication skills

Self-motivated, pro-active, and able to use own initiative

Good attention to detail

Flexible approach with willingness to accept a range of varying responsibilities

Positive attitude

Team player

Experience and Knowledge:

1-3 years of administrative assistant experience, prior law firm advantageous

MS Office skills (Outlook, Word, Excel and PowerPoint)

Good verbal and written communication skills

Accurate typing

Excellent spelling and grammar

Clyde & Co shifted to virtual work for the majority of our lawyers and business services team with the global outbreak of Covid-19. This precaution was taken to help protect our people, clients and communities. It is likely that this role will start virtually while the firm continues to evaluate the situation.

Clyde & Co US LLP is committed to protecting the health and well-being of our employees and partners, their families, and members of our community against COVID-19. Accordingly, we require all partners and employees based in the United States to be fully vaccinated against COVID-19 to enter the Firm's office, unless they have been granted a reasonable accommodation based on documented medical or religious grounds. Offers of employment will be conditioned upon applicants presenting proof of full COVID-19 vaccination unless exempted by the firm based on medical or religious grounds.

-Principals Only-

We offer a rewarding work environment that supports professional growth and opportunities. We value diversity in our work place and it is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability or any other basis protected by applicable law.

CLYDE & CO PRIVACY NOTICE:

https://www.clydeco.com/help/privacy

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Company info

Clyde & Co LLP
Website : https://www.clydeco.com