CLYDE UK SERVICES COMPANY
Administrative Assistant
CLYDE UK SERVICES COMPANY, Phoenix, Arizona, United States, 85003
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 inquiriesAnswer all incoming calls from the main switchboard and route them to the appropriate personProvide back up in all areas of day-to-day office operationAssist in managing local library inventory and supervise library filing updatesAssist with attendance office notifications when someone is out or is running lateAssist with new hire orientationReview and process operation invoice statements as neededAssist with office credit card reconciliation reportMonthly reconciliations of office credits cards and court docket prepaid accountsHandle new parking requests, validations and monthly invoicesOrder new joiner office access cards and assigned property access via BrivoProvide back up to office service clerk as neededProvide back up to records managementProfiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handlingOrder new joiner business cardsLegal Support
Assists with downloading and saving electronic recordsAssists with downloading electronic court filings, saving into document management system and routing to appropriate teamAssists with closing matter memosAssists with preparation of expense reports and tracking payment of sameAssist with additional administrative or legal support ad hoc projects as neededProvide overflow administrative support to practice groups or region as a member of AARTFacilities
Coordinate maintenance and cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearanceServes as secondary contact for facilities services in coordinating facilities improvement projectCoordinate fridge cleaning with building management and office service teamEnsure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building managementEnsure the office has enough emergency supplies and emergency preparedness plans are in placeEvaluate life & safety procedures and work with management to develop a safe work placeCoordinate bi-annual carpet cleaning scheduleNotify specific vendors of any problems with office machines and follow through to see all repairs are completedConference Services & Hospitality
Supervise and assist all conference room reservations for the officeEnsure conference rooms are neat and supplies are maintained at established levelsPerform quality of service checks on local conference room meetingsSet up conference rooms for meetings and special eventsMake hotel and car reservations for expecting visitorsCoordinate and assist with VIP reception events for clients and employees of the firmWork closely with catering company for all reception and catering needsProvide support in audio visual set-ups for meetings and conference callsCandidate Specification:
Excellent organizational skillsAbility to organize a varied workload and prioritize tasks to meet agreed deadlinesExcellent communication skillsSelf-motivated, pro-active and able to use own initiativeGood attention to detailFlexible approach with willingness to accept a range of varying responsibilitiesPositive attitudeTeam playerExperience and Knowledge:
MS Office skills (Outlook, Word, Excel and PowerPoint)Good verbal and written communication skillsAccurate typing (minimum speed 50 wpm)Excellent spelling and grammar
This position has a strong in-office presence of 5 days a week.
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.
CLYDE & CO PRIVACY NOTICE: https://www.clydeco.com/help/privacy
How to Apply
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.
CLYDE & CO PRIVACY NOTICE: https://www.clydeco.com/help/privacy
#LI-ONSITE #LI-AP1
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 inquiriesAnswer all incoming calls from the main switchboard and route them to the appropriate personProvide back up in all areas of day-to-day office operationAssist in managing local library inventory and supervise library filing updatesAssist with attendance office notifications when someone is out or is running lateAssist with new hire orientationReview and process operation invoice statements as neededAssist with office credit card reconciliation reportMonthly reconciliations of office credits cards and court docket prepaid accountsHandle new parking requests, validations and monthly invoicesOrder new joiner office access cards and assigned property access via BrivoProvide back up to office service clerk as neededProvide back up to records managementProfiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handlingOrder new joiner business cardsLegal Support
Assists with downloading and saving electronic recordsAssists with downloading electronic court filings, saving into document management system and routing to appropriate teamAssists with closing matter memosAssists with preparation of expense reports and tracking payment of sameAssist with additional administrative or legal support ad hoc projects as neededProvide overflow administrative support to practice groups or region as a member of AARTFacilities
Coordinate maintenance and cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearanceServes as secondary contact for facilities services in coordinating facilities improvement projectCoordinate fridge cleaning with building management and office service teamEnsure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building managementEnsure the office has enough emergency supplies and emergency preparedness plans are in placeEvaluate life & safety procedures and work with management to develop a safe work placeCoordinate bi-annual carpet cleaning scheduleNotify specific vendors of any problems with office machines and follow through to see all repairs are completedConference Services & Hospitality
Supervise and assist all conference room reservations for the officeEnsure conference rooms are neat and supplies are maintained at established levelsPerform quality of service checks on local conference room meetingsSet up conference rooms for meetings and special eventsMake hotel and car reservations for expecting visitorsCoordinate and assist with VIP reception events for clients and employees of the firmWork closely with catering company for all reception and catering needsProvide support in audio visual set-ups for meetings and conference callsCandidate Specification:
Excellent organizational skillsAbility to organize a varied workload and prioritize tasks to meet agreed deadlinesExcellent communication skillsSelf-motivated, pro-active and able to use own initiativeGood attention to detailFlexible approach with willingness to accept a range of varying responsibilitiesPositive attitudeTeam playerExperience and Knowledge:
MS Office skills (Outlook, Word, Excel and PowerPoint)Good verbal and written communication skillsAccurate typing (minimum speed 50 wpm)Excellent spelling and grammar
This position has a strong in-office presence of 5 days a week.
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.
CLYDE & CO PRIVACY NOTICE: https://www.clydeco.com/help/privacy
How to Apply
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.
CLYDE & CO PRIVACY NOTICE: https://www.clydeco.com/help/privacy
#LI-ONSITE #LI-AP1