Practice Admin Assistant

3 settimane fa

Milano, Italia Clifford Chance LLP A tempo pieno

Role

The Practice Assistant is responsible for providing professional core business support to the firm's fee earners. The support provided will be as part of a team with shared responsibilities and collective accountability, working with the firm's other Business Professionals teams. The Practice Assistant is expected to create positive working relationships with fee earners and their colleagues in order to provide excellent business support. The Practice Assistant is responsible for ensuring that all activities are carried out in compliance with the firm's policies and regulatory requirements.

The Practice Assistant must be flexible and adaptable, with the ability to adjust to different practice areas and teams, as required.

Key Responsibilities

This role sits within the Milan office and includes responsibility for delegating and steering work to the appropriate specialist CC team, which may include the Service Centre, DPU, Design and other Business Professionals teams. The Practice Assistant is responsible for providing clear direction and taking full ownership and management of their work to ensure that tasks are prioritised by business need and completed in a timely manner. When working agilely, the Practice Assistant is expected to provide a consistently excellent level of support without disruption to the business and stakeholders.

Practice Management-
- Managing diaries: organising meetings across different time zones, coordinating meeting requirements, including room bookings, managing diary conflicts, preparation for meetings, including necessary documentation, liaising with internal and external attendees on availability, and organising catering-
- Arranging domestic and international travel: visas, vaccinations, currency, flights, hotels, maps, client information, itineraries and liaising with our in-house travel provider, as required-
- Owning and coordinating the set-up of remote and physical data rooms- Assisting Partners with trainee and lawyer administration: scheduling meetings for trainee mid/end of seat and lawyer appraisals, preparing relevant paperwork, reminding Partners to complete paperwork within time frames, assisting with paperwork completion on the appraisal system- Managing beginning-to-end document management processes: amending, collating PDFs and renaming, proofreading, generic blacklining and liaising with specialist CC teams, including DPU, Service Centre, Legal Support Centre, Newcastle, as appropriate- Encouraging and proactively following up with fee earners on completion of their mandatory training requirements, other course requirements and ensuring that they are adhering to risk and compliance policies, such as Matter Team Manager (MTM) compliance and engagement letter compliance- Participating in the delivery of ad hoc responsibilities, projects and tasks; for example, but not limited to, room moves, absence and holiday coordination and IT initiatives

Client Focus and Support- Progressing and assisting with client relationship initiatives: arranging and attending meetings, calls or other associated actions, as required- Reminding and assisting fee earners with the updating of CVs- Creating or amending PowerPoint presentations, Excel documents or fee quote documentation to an intermediate level. This will include involving specialist CC teams, as necessary, and ensuring that presentations/- documents/pitches are delivered to both fee earners and Business Professionals (including the Client and Market Development team) as per their initial brief- Building relationships with internal and external clients and key stakeholders, as appropriate, and maintaining knowledge of matters from inception to completion for allocated fee earners- Collating and capturing the correct client and matter-related information in the core systems: Intapp and the Matter Capture System (MIS); for example, sector information in Intapp and deal description information in MIS- Organising events: internal and external client and team events, socials, O2 events, retreats and deal-closing lunches and dinners, together with any associated tasks such as researching venues, invitations, collating RSVPs, drafting communications and event management, as required- Supporting client and market development teams with client relationship activities: cross-practice client events, maintaining and updating client contact information on Interaction, including mailing lists, RSVPs and registration.

Financial and Matter Management-
- Processing and managing all expenses and invoices in a timely manner, including for third parties, and liaising with Accounts Payable, when required- Keeping track of updates to pre-bills, and ensuring smooth running and preparation of bills- Attending work in progress (WIP) and debtor meetings, as required, and following up on action points with the Billing team- Supporting fee earners with Time Sheet entries: proactively inputting holidays and absences, resolving unposted ti

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