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Posted 18 days ago
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Location:
UK
Job type:
Permanent
Practice Assistant

Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.

It’s not just about our global network of offices; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

Position Summary

The Practice Assistant is responsible for providing a wide range of secretarial, administrative and ad hoc projects for Business Support Leadership and Professional Legal Support groups. The Practice Assistant should demonstrate flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and take action accordingly. The Practice Assistant Team is structured to collaborate and work as a unit alongside the Firm’s Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm.

Our Functional Area

The engine room of White & Case’s global business, our Global Operations Center comprises 400 people providing integral business services support to our lawyers and legal support teams around the world. We handle a substantial range of processes in office administration, compliance and new business, finance, technology, human resources, knowledge resources and marketing.

Over the last decade, we have earned a deserved reputation for providing excellent business support (including winning the Professional and Business Services Industry category at the Asia Pacific Entrepreneurship Awards in 2017), and our team members are united by a commitment to collaboration and support. Working flexibly and across every time zone to support our lawyers and colleagues around the world, we have built strong relationships across teams and offices. The distinct culture of community and integrity at our Manila office is a key factor in our ability to consistently deliver excellent service and innovative solutions. We value work-life balance and are active in the local community via numerous social responsibility initiatives.

We are committed to the continuous professional development of our team members championing excellence in a dynamic, challenging and rewarding work environment, with opportunities for excellent candidates to apply for secondments or transfers to roles located in other White & Case offices. Our goal is to provide a learning and development path that is tailored toward each individual and leverages on their strengths. Learning track programs also give members of our team the chance to acquire new skills and knowledge.

Duties and Accountabilities

Administrative

*
Manage calendars and ensure that all activities and markers are up to date

*
Arrange meetings, conferences and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved

*
Plan and prepare all travel-related needs (i.e. flights / trains, hotels, cars, itinerary, etc.

*
Plan and organize workflow to comply with established time constraints in order to meet deadlines

*
Create and maintain contact information and email distribution lists

*
Liaise with business support groups for and on behalf of the stakeholder allocations

*
Carry out assigned projects effectively and in a timely basis

*
Work in an organized and efficient manner, have an excellent attention to detail, and be familiar with the resources available

*
Manage any other duties as reasonably requested by all stakeholder allocations and service leadership team

Communication

*
Operate multi-line telephones in order to address/relay incoming, outgoing and intra-system calls; and direct them to the appropriate parties and employees

*
Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

*
Draft or revise routine letters, memos, reports, e-mails, etc., in proper White & Case style and format; proofread and edit content and correspondences to correct grammar, spelling and punctuation; produce and transcribe dictation

*
Assist with projects and logistics arrangements that are being led by the allocations through internal / external coordination with various groups

*
Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines

*
Prioritize, manage multiple assignments and communicate the status and progress of assignments in a timely manner

*
Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Technical

*
Manage expenses on Chrome River / Elite 3E

*
Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, PowerPoint), iManage, Chrome River, Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units

*
Identify, solve, or report technical problems for immediate resolution

*
Must be flexible and can adapt to change in workflow requests

Relationship Management

*
Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues and workarounds

*
Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these

*
Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality

*
Foster good relationships with other members of the team and across the Firm

Qualifications

* A college degree is necessary.
* At least 1 year of relevant work experience as a Remote / Executive / Administrative Assistant
* Fresh graduates with excellent communication skills and good academic background can be considered
* Excellent written and oral communication skills
* Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint
* Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
* Trustworthy in managing and handling confidential matters and information
* Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
* Is able to remain calm under pressure and work with tight deadlines
* Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
* Excellent organization and coordination skills; comfortable managing priorities from multiple parties
* Excellent telephone manner and competent knowledge of telephone system
* Strong scheduling management and consistent follow through capabilities
* Proactive team player
* Flexible to work on shifting/rotating schedules (morning, mid, or graveyard)
* Amenable to work at The Enterprise Center, Ayala Ave., Makati City

Location & Reporting

*
This is an Analyst role based in Manila

* This role reports to the Functional Manager/Supervisor

1The above is only a general description of the essential duties associated with this position. It is not an exhaustive or comprehensive list of all duties of the individual holding such position.

Primary Location
: Philippines-Manila

Job
: Office Operations

Job Posting
: Sep 2, 2020, 9:51:04 AM
Practice Assistant

Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.

It’s not just about our global network of offices; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

Position Summary

The Practice Assistant is responsible for providing a wide range of secretarial, administrative and ad hoc projects for Business Support Leadership and Professional Legal Support groups. The Practice Assistant should demonstrate flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and take action accordingly. The Practice Assistant Team is structured to collaborate and work as a unit alongside the Firm’s Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm.

Our Functional Area

The engine room of White & Case’s global business, our Global Operations Center comprises 400 people providing integral business services support to our lawyers and legal support teams around the world. We handle a substantial range of processes in office administration, compliance and new business, finance, technology, human resources, knowledge resources and marketing.

Over the last decade, we have earned a deserved reputation for providing excellent business support (including winning the Professional and Business Services Industry category at the Asia Pacific Entrepreneurship Awards in 2017), and our team members are united by a commitment to collaboration and support. Working flexibly and across every time zone to support our lawyers and colleagues around the world, we have built strong relationships across teams and offices. The distinct culture of community and integrity at our Manila office is a key factor in our ability to consistently deliver excellent service and innovative solutions. We value work-life balance and are active in the local community via numerous social responsibility initiatives.

We are committed to the continuous professional development of our team members championing excellence in a dynamic, challenging and rewarding work environment, with opportunities for excellent candidates to apply for secondments or transfers to roles located in other White & Case offices. Our goal is to provide a learning and development path that is tailored toward each individual and leverages on their strengths. Learning track programs also give members of our team the chance to acquire new skills and knowledge.

Duties and Accountabilities

Administrative

*
Manage calendars and ensure that all activities and markers are up to date

*
Arrange meetings, conferences and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved

*
Plan and prepare all travel-related needs (i.e. flights / trains, hotels, cars, itinerary, etc.

*
Plan and organize workflow to comply with established time constraints in order to meet deadlines

*
Create and maintain contact information and email distribution lists

*
Liaise with business support groups for and on behalf of the stakeholder allocations

*
Carry out assigned projects effectively and in a timely basis

*
Work in an organized and efficient manner, have an excellent attention to detail, and be familiar with the resources available

*
Manage any other duties as reasonably requested by all stakeholder allocations and service leadership team

Communication

*
Operate multi-line telephones in order to address/relay incoming, outgoing and intra-system calls; and direct them to the appropriate parties and employees

*
Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

*
Draft or revise routine letters, memos, reports, e-mails, etc., in proper White & Case style and format; proofread and edit content and correspondences to correct grammar, spelling and punctuation; produce and transcribe dictation

*
Assist with projects and logistics arrangements that are being led by the allocations through internal / external coordination with various groups

*
Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines

*
Prioritize, manage multiple assignments and communicate the status and progress of assignments in a timely manner

*
Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Technical

*
Manage expenses on Chrome River / Elite 3E

*
Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, PowerPoint), iManage, Chrome River, Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units

*
Identify, solve, or report technical problems for immediate resolution

*
Must be flexible and can adapt to change in workflow requests

Relationship Management

*
Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues and workarounds

*
Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these

*
Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality

*
Foster good relationships with other members of the team and across the Firm

Qualifications

* A college degree is necessary.
* At least 1 year of relevant work experience as a Remote / Executive / Administrative Assistant
* Fresh graduates with excellent communication skills and good academic background can be considered
* Excellent written and oral communication skills
* Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint
* Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
* Trustworthy in managing and handling confidential matters and information
* Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
* Is able to remain calm under pressure and work with tight deadlines
* Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
* Excellent organization and coordination skills; comfortable managing priorities from multiple parties
* Excellent telephone manner and competent knowledge of telephone system
* Strong scheduling management and consistent follow through capabilities
* Proactive team player
* Flexible to work on shifting/rotating schedules (morning, mid, or graveyard)
* Amenable to work at The Enterprise Center, Ayala Ave., Makati City

Location & Reporting

*
This is an Analyst role based in Manila

* This role reports to the Functional Manager/Supervisor

1The above is only a general description of the essential duties associated with this position. It is not an exhaustive or comprehensive list of all duties of the individual holding such position.

Primary Location
: Philippines-Manila

Job
: Office Operations

Job Posting
: Sep 2, 2020, 9:51:04 AM
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