Operations Lead - Virtual Assistant Team

This job is with Clifford Chance, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

Job Description

The Role

Job Overview

The Global Business Support (GBS) function provides assistance to the firm's offices through its teams, including Document Production, Design Studio, Junior Executive Assistants, Virtual Assistants and World Firm EAs.

As the Operations Lead , you will assist with the direct management of allocated Executive Assistants (EA) and Administrative Assistants (AA) in Hyderabad office.  Additionally, you'll play a role of an EA to allocated GBS stakeholders. The key hours are across days and afternoon.  At reasonable request, adjustment to working hours will be expected.

Who you will work with

You will report to Sr. Manager, VA Team, however, you will work closely with all GBS Managers in working efficiently with the London, Delhi, Hyderabad, Newcastle and Warsaw teams, to ensure the service is seamless in its delivery

What you will be responsible for

Line Management for allocated Executive and Administrative Assistants in Hyderabad office, ensuring that all members provide a professional and seamless service.

Executive Assistant support to allocated Stakeholders.

What you will do

People and Performance Management

Support Sr. Manager, VA Team with activities such as induction and training sessions and ongoing coaching for the team.

Ensure fair workload distribution across the team and promote cross-training to enhance collective expertise.

Develop, implement, and maintain SOPs to ensure consistent and efficient stakeholder support.

Proactively identify opportunities for team growth, process enhancements, and innovative service development.

Identify skill gaps within the team and coordinate targeted training sessions to enhance overall competency and service quality.

Plan and conduct 'Three Conversations' in collaboration with Sr. Manager, VA Team.

Ensure accurate real-time updates across all tracking tools and maintain overall housekeeping.

Address operational and people-related challenges with a problem-solving mindset.

Oversee the seamless onboarding and induction of new joiners, ensuring timely system access and structured training.

Provide assistance to wider GBS Managers as required. Establish collaborative working relationships with other GBS teams, reinforcing a unified 'One Team' culture.

Implement and ensure compliance with all departmental policies and procedures.

Stakeholder Business Partnering

Foster trust and build strong relationships with stakeholders and the wider VA Team through proactive communication and regular feedback loops.

Ensure the provision of high-quality support to stakeholders by diligently monitoring team's deliverables, utilisation, actively seeking feedback, and identifying areas for improvement.

Manage unexpected tasks with agility, promptly notify the manager of incidents, and suggest process improvements to mitigate future risks.

Conduct thorough RCAs and introduce quality control measures, ensuring real-time incident updates to the manager.

Executive Assistant Support

As an EA, you will provide executive assistance and support to the allocated Stakeholders, including, and not limited to :

Inbox Management : Prioritise and streamline email correspondences, keeping the inbox organised and junk-free. File emails systematically to prevent overflow and ensure easy retrieval. Respond on behalf of the stakeholder when required.

Calendar & Meeting Management : Proactively plan and manage dynamic calendars, resolving scheduling conflicts efficiently. Arrange meeting logistics, including agendas, pre-reads, and coordination. Attend meetings, take minutes, and circulate action points in a timely manner.

Travel Management : Organise comprehensive travel itineraries, including flights, rail, taxis, hotels, visas, and travel insurance. Ensure calendars are updated with logistical details and maintain structured travel records.

Expense & Budget Management : Accurately and promptly submit claims (expenses, mileage, etc.) with quick turnaround times. Assist with invoice processing, purchase orders, and budget tracking as required and delegate to Administrative Assistants appropriately.

Documentation & Data Management : Prepare and maintain accurate documentation, including reports, presentations, and correspondences. Manage document control via iManage and other relevant platforms, ensuring efficient record-keeping.

Project Coordination : Support stakeholders by researching, compiling, and analysing project data. Draft and review status reports, escalate risks and issues, and monitor project milestones. Make informed decisions independently to meet critical deadlines.

Confidentiality & Integrity : Maintain the highest level of discretion and professionalism. Adhere to policies, procedures, and regulatory requirements while fostering trust and reliability in stakeholder interactions.

Collaboration & Team Engagement : Work closely with stakeholders, ensuring seamless communication. Actively contribute to the VA Team

in all offices, assist in onboarding new team members, and provide absence cover when needed.

Ad-Hoc Support : Assist with various ad-hoc tasks, including onboarding new hires, managing distribution lists, organising off-sites and team gatherings, and supporting stakeholder upskilling initiatives

Qualifications

Your Experience

Qualifications & Experience

Bachelor's degree required; Master's / MBA from a reputed institute preferred.

8+ years of experience, preferably in a multinational organisation with cross-cultural exposure.

Proven experience supervising teams in a professional services environment, with a strong focus on service delivery and performance management.

Prior experience supporting senior leadership, including minute-taking, presentation creation, and managing Excel-based reports.

Project or programme management experience is desirable; coaching will be provided if needed.

Leadership & Stakeholder Management

Strong stakeholder management skills, with the ability to influence and challenge at all levels.

Comfortable working across international, regional, and local contexts.

Structured and strategic approach to balancing long-, medium-, and short-term team priorities.

Strong organisational and delegation skills.

Communication & Collaboration

Flexible and effective communicator-both verbal and written.

Maintains regular and transparent communication with managers and colleagues.

Approachable, helpful, and adaptable in a dynamic team environment.

Analytical & Problem Solving

Strong analytical skills, with the ability to gather, interpret, and present data insights.

Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.

Makes sound decisions based on available information or guidance.

Proactively identifies opportunities to improve service quality based on stakeholder feedback.

Work Ethic & Professionalism

Demonstrates resilience and the ability to manage competing deadlines under pressure.

Quick learner with a proactive, results-driven mindset.

Able to manage workload independently and as part of a team.

Exceptional attention to detail in all tasks and deliverables.

Confident handling new and unfamiliar situations.

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

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.

Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.

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.

Additional Information

Equal Opportunities

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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