Clyde & Co is a leading global
law firm, helping organizations successfully navigate risk and
maximize opportunity in the sectors that underpin global trade and
commercial activity. When you work at Clyde & Co, you join a
team of 490 partners, 2,400 lawyers, 3,200 legal professionals and
5,500 people in nearly 70 offices and associated offices worldwide.
Our values are the principles that guide the decisions we make,
unite us in our endeavors and strengthen our delivery, for both our
clients and our firm. We work as one, excel with clients, celebrate
difference and act boldly. We are committed to operating in a
responsible way by progressing towards a diverse and inclusive
workforce that reflects the communities and clients it serves.
This is 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.
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 notifications when someone is out or
is running late
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
Legal Support
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 a member of AART
Facilities
Coordinate maintenance and cleanliness of lobby, reception areas,
conference rooms, visitor offices, kitchen and coffee station in
orderly appearance
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 work place
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
Candidate Specification:
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:
MS Office skills (Outlook, Word, Excel and PowerPoint)
Good verbal and written communication skills
Accurate typing (minimum speed 50 wpm)
Excellent spelling and grammar
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.
Thank you for your interest in
Clyde & Co US LLP. Please submit a cover letter and resume to apply.
This is the job description as
constituted at present; however, the Firm reserves the right to
reasonably amend it in accordance with the changing needs of the business.
