Administrative Assistant

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

The broad scope of the role involves supporting allocated Stakeholders as an Administrative Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies / career. The role will be part of the Virtual Assistant Team and will include working as part of a team to ensure a high-quality service to all stakeholders.

Who you will work with

Virtual Assistant Team- Global Business Support

What you will be responsible for

The AA will provide administrative assistance and support to their Stakeholders, including and not restricted to :

Reporting & Data Management : Prepare and maintain bi-weekly utilisation reports, matter balance reports, and ad-hoc reporting requests. Assist in gathering missing data by coordinating with partners, partner secretaries, and associates.

Financial Processes & Expense Management : Manage end-to-end processing of expenses, invoices, overtime claims, and purchase orders. Ensure timely and error-free submissions while tracking against budgets where necessary.

Timesheets & Compliance : Monitor, track, and follow up on missing or held timesheets. Accurately record time entries in Intapp Time.

Procurement & Vendor Management : Manage supplier records, raise purchase orders via Proactis, and coordinate with the Finance team for invoice payments.

Administrative Support & Coordination : Provide support for travel coordination, Uber business access, onboarding logistics, and visa processing. Handle requests related to photography sessions, business cards, and event coordination.

Research & Knowledge Management : Conduct open-source research, update knowledge databases, and maintain the Business Development contact database in InterAction.

Engagement & Communication : Contribute to internal communications, including HealthTech blogs, HR intranet updates, and Academy platform event coordination.

Employee Experience : Facilitate new hire inductions, manage corporate gifting for occasions, and oversee birthday email communications.

What you will do

At Clifford Chance, we believe in bringing the client - both internal and external - to the centre of everything we do. To do this we need to understand, anticipate and fulfil the unique needs and expectations of each client. We call this "Client Focus" and to help deliver this core part of our business strategy, we want to recruit people who not only excel in their field but who are also client focused.

We are looking for people who :

can demonstrate a keen interest and enthusiasm to understand their Stakeholder's priorities

are self-starters but also team players ready to help others and contribute to the overall success

listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"

in short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients.

Qualifications

Your experience

Qualification : Bachelor's Degree from a reputed institute

1+ years' experience, preferably in a multinational organisation with exposure to multiple cultures

Strong attention to detail, excellent organisation skills, and proven experience of prioritising workloads to meet deadlines with impeccable multi-tasking abilities

Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)

Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs

Ability to deal with new and unfamiliar situations

Very good written and verbal communication skills

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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