Clyde & Co seeks a proactive and detail-oriented Administrative
Assistant to join our Phoenix office. As a part of our North America
Administrative Assistant pool, you will collaborate with other
Administrative Assistants across the region to provide seamless
support to our fee earners and staff. The ideal candidate will have a
service-oriented mindset and be accustomed to working in a fast-paced environment.
Key Responsibilities
Operations
Greet 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 with attendance office notifications when someone is out or
is running late
Assist with new hire onboarding
Review and process operation invoice statements as needed
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 Administrative Support
Provide overflow administrative support to region as a member of
the Administrative Assistant Resource Team (AART)
Assist with downloading and saving electronic records
Assist with downloading electronic court filings, saving into
document management system and routing to appropriate team
Assist with closing matter memos
Assist with preparation of expense reports and tracking payment of same
Assist with additional administrative or legal support ad hoc
projects as needed
Facilities
Ensure cleanliness of lobby, reception areas, conference rooms,
visitor offices, kitchen and coffee station in orderly appearance
Serve as a secondary contact for facilities services in
coordinating facilities improvement project
Coordinate office 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
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 endeavors 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
center 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,
recognizing 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.
