The role is in-office 5 days per week providing administrative and
file management support for the Phoenix office. Work will come either
through the work allocated to the Administrative Assistant pool or
directly from the fee earner. The role is accountable for establishing
and maintaining an ongoing service-based relationship with the team
they support recognizing and translating the needs and expectations
into a responsive service.
Key Responsibilities
Responsible for checking AA pool emails/workflow and dealing with
as appropriate ensuring all client related correspondence is
appropriately filed in firms document management systems
Consistently and appropriately update service users on progress
where appropriate
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
File management - updating and maintaining files, court recordings
ensuring documents are filed correctly and the correct folder
structures are adopted (both electronic and paper)
File opening and closing - matters are set up on the relevant
document/case management system. Undertake all file
closing/archiving procedures ensuring they are compliant at all times
Responsible for creating and uploading information to client data
rooms, in line with instructions from attorney's and legal assistants
Responsible for managing priorities and workloads to ensure
deadlines are met and liaising with your manager when challenges arise
Production of court bundles, both paper and electronic copies,
ensuring the master bundle is correctly prepared in line with
attorney's instructions and court rules and instructions provided to
central copy team to complete printing/copying of master bundles;
suitable delivery methods pre-booked as needed
Checking client and internal data for accuracy
Ensuring compliance with firm wide/department policies and procedures
Printing/copying/scanning of documents flowing to document
solutions for support with high volume jobs, as appropriate
Assists with billing as required
Assists with preparation of expense reports and tracking payment
Review and process invoice statements in Chrome River, as needed
Assist with credit card reconciliation reports for US offices
Monthly reconciliations of office credits cards and court docket
prepaid accounts
Assist with additional administrative or legal support ad hoc
projects as needed
Make room and taxi bookings as requested, organizing hand
deliveries and courier requests, and other ad hoc requests
Essential Skills & Experience
An effective communicator with the ability to liaise with internal
and external clients in a professional manner; striving to provide
exceptional service at all times
Relevant office-based administration experience, with an aptitude
for administration management and processes
Good organizational skills and ability to manage own time
effectively within a fast-paced environment
Conscientious, taking personal responsibility for own work and
accountability for its delivery and quality
Positive can-do attitude with the ability to adapt to change
Excellent attention to detail
Customer/client service focused
Proactive, professional, and flexible approach to work
An interest to develop over time with a willingness and ability to learn
Excellent team player, sharing in team goals to provide excellent
quality and efficiency of service, with a willingness to take on new
responsibilities and challenges
Good knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
The Firm
Clyde & Co is a leading global
law firm, helping organisations successfully navigate risk and
maximise opportunity in the sectors that underpin global trade and
commercial activity and enable global prosperity, namely: insurance,
aviation, marine, construction, energy, trade and natural resources.
Globally integrated, Clyde & Co offers a comprehensive range of
contentious and non-contentious legal services and
commercially-minded legal advice to businesses operating across the
world. It is committed to operating in a responsible way by
progressing towards a diverse and inclusive workforce that reflects
the communities and clients it serves and provides an environment in
which everyone can realise their potential, using its legal and
professional skills to support its communities through pro bono
work, volunteering and charitable partnerships, and minimising the
impact it has on the environment including through a commitment to
the SBTi Net-Zero standard and the setting of ambitious emissions
reduction targets. The firm has 490 partners, 2400 lawyers, 3200
legal professionals and 5500 people overall in nearly 70 offices and
associated offices worldwide.
Our Values
Our values are the principles that
guide the decisions we make, unite us in our endeavours and
strengthen our delivery, for our clients and our firm. We:
Work as one
We are a globally connected team of talented people who act with a
firm-first mentality to achieve success
Excel with
clients We aim high and challenge ourselves to
deliver unique excellence for our clients, keeping them at the
centre of everything we do
Celebrate
difference We help each other to be at our best and
believe our differences result in greater achievement
Act boldly We
seek new opportunities, take action and learn as we go, recognising
that curiosity drives our development and contributes to growth
Business Services Competencies
Clyde & Co is committed to providing extensive, personal and
professional development opportunities for our people enabling them to
be highly effective in their current role as well as assisting them to
fulfil their career aspirations.
The competencies are used to inform all aspects of Business Services
career development. They vary across levels and different business
areas and fall under the following areas:
Technical Excellence
People and Team
Client/Stakeholder Relationships
Service Delivery and Commercial Awareness
Personal Effectiveness
Benefits offered include generous time off; medical, dental, and
vision insurance; 401K Safe Harbor contribution; Life/AD&D
Disability; Flexible Spending Account; Supplemental Medical Accident
Insurance; Supplemental Critical Illness Insurance; Employee
Assistance Program; Pet Insurance; Commuter Benefits.
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.
**Principals only**
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.
