Practice Assistant/Executive Assistant

Position Summary

The Coordinator is responsible for supporting leaders (Partners, Associates, other, C-levels, Directors and Senior Managers/Managers) in day to day work. The assistance given is related but not limited to drafting of legal letters, expense documents, creating presentations and reports, new business intake forms, calendar management and logistical coordination.

They are also expected to participate in departmental initiatives related to training, quality, overall administration and business development, track daily productivity, generate reports, analysis and provide recommendations where needed

Our Coordinators work with a variety of offices and culture across Asia, EMEA and Americas (46 offices), adapting to their individual and cultural needs, and increasing these leaders' capability and capacity to do their work while maintaining a very high level of efficiency and accuracy.

The Office Operations Team is structured to collaborate and work as a unit alongside the Firms Office Operations key contacts across all global offices to provide a high quality, client service experience. The Analyst should demonstrate flexibility by actively seeking to improve working processes, anticipate needs and take action accordingly with the guidance of his/her immediate leader.

Duties and Responsibilities
Core Processes
1. Calendar Management
a. Assistance in planning and preparation of meetings, conferences and travels
2. Room Reservation
a. Assistance in booking rooms across the firms for certain functions and meetings
3. Data Management
a. Enters data in InterAction, Imanage, Outlook and other platforms
4. Document Processing
a. Assistance in preparations and proof reading of documents such as legal letters, new business intake forms, expense letters, presentations and reports
5. Billing and Expense Processing
a. Handles the executives teams expenses
6. Phone Coverage
a. Recieves, screen and coordinate communications received through phone and mails
7. Travel Management
a. Assistance in any travel related matters from requirements to bookings and reservations
8. General Administration
a. Any ad-hoc activities such as preparing reports, as well as general office duties as required
b. Records the meeting minutes
9. New Business Intake
10. Report to and take direction from the the departments corresponding leadership team
25 October 2021
11. Coordinate with various global points of contact and internal clients to accommodate and fulfill requests and queries
12. Participate in departmental initiatives related to training, quality, reports, and overall administration, business development, resources / processes, and community
13. Participate in annual goal setting with Team Leader with the objective of meeting or exceeding yearly goals, and seeking managerial guidance and support as necessary
Communication
Effectively manage conversations with internal clients through emphatic listening
Understand the primary needs of end users and offer recommendations
Technical
Conduct routine test calls for contacts ensuring proper call routing as necessary
Escalate and respond to technical issues and service challenges
Demonstrate proficiency in the use of the Firms software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, PowerPoint), Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units
Relationship Management
Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues and workarounds
Ensure all restricted information, matters, issues, and personal effects of all principals are treated with utmost confidentiality
Enable good working relationships with internal departments, by properly coordinating requests with necessary teams and solving incidents in a timely manner

Qualifications
A Coordinator is responsible in ensuring that his/her skill set is up to date and that he/she maintains a level of familiarity with the Firms departments, key personnel, internal systems and procedures. This ensures that he/she is able to carry out his/her role effectively and, where appropriate, discuss any training requirements with the Team Leader.
Immediate requirements include:
Bachelor's/College Degree or equivalent
Relevant work experience is necessary
Excellent written and oral communication skills
Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
Pleasant voice and professional demeanor in order to communicate with a diverse group of attorneys, clients,vendors, and staff and give a positive impression on the Firm
Has the ability to communicate by telephone and/or mail and provide information with substance, courtesy and tact
Excellent customer service skills
Must be flexible to work with shifting schedules, on weekends, holidays, and irregular hours on occasion and/or more than 40 hours per week to perform the essential duties of the role
Proficient Microsoft Applications (Outlook, Excel, Word, PowerPoint)
Individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, time management and organizational skills, and the ability to maintain a realistic balance among multiple priorities
Anticipate the needs of others in order to ensure their seamless and positive experience
Maintains strict confidentiality in the workplace by ensuring all sensitive information is handled discreetly
Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
Must be flexible and can adapt to change in workflow requests
Location and Reporting
This position is based in Manila and reports to the Practice Support Manager.