Job Description
The Practice Assistant is responsible for providing a wide range of secretarial, administrative, and ad hoc projects for Business Support Leadership and Professional Legal Support groups. The Practice Assistant should demonstrate flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm's success by actively seeking to improve working processes, anticipate needs, and act accordingly. The Practice Assistant Team is structured to collaborate and work as a unit alongside the Firm's Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm. The Practice Services team performs a wide range of administrative and legal office procedures such as Calendar Management, Room Reservation, Data Management, Document Processing, Billing & Expense Processing, Phone & Mailbox Coverage, Travel Management, and General Administration to the business services leaders and lawyers of the Firm remotely.
Administrative
• Manage calendars and ensure that all activities and markers are up to date
• Arrange meetings, conferences, and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved
• Plan and prepare all travel-related needs (i.e., flights / trains, hotels, cars, itinerary, etc.)
• Plan and organize workflow to comply with established time constraints to meet deadlines
• Create and maintain contact information and email distribution lists
• Liaise with business support groups for and on behalf of the stakeholder allocations
• Carry out assigned projects effectively and on a timely basis
• Manage any other duties as reasonably requested by all stakeholder allocations and service leadership teams
Communication
• Operate multi-line telephones to address/relay incoming, outgoing and intra-system calls; and direct them to the appropriate parties and employees
• Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Draft or revise routine letters, memos, reports, e-mails, etc., in proper style and format; proofread and edit content and correspondences to correct grammar, spelling and punctuation; produce and transcribe dictation
• Assist with projects and logistics arrangements that are being led by the allocations through internal / external coordination with various groups
• Plan and organize workflow to comply with established time constraints per request / allocation, to ensure meeting deadlines
• Prioritize, manage multiple assignments, and communicate the status and progress of assignments in a timely manner
• Use effective systems to ensure that both short- and long-term tasks are completed within the required timelines
Relationship Management
• Always Use good judgment; ask to follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with other members of the team and across the Firm
Requirements:
• A bachelor's or associate degree is necessary. Post-baccalaureate diploma and/or a master's degree are advantageous, but not required.
• At least one year of relevant work experience as a Remote / Executive / Administrative Assistant with exposure to a large international law firm or an equivalent organization.
• Excellent written and oral communication skills
• Intermediate knowledge of Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Can remain calm under pressure and work with tight deadlines
• Details and solutions oriented with a strong sense of urgency to proactively solve challenges
• Excellent organization and coordination skills; comfortable managing priorities from multiple parties
• Excellent telephone manners and competent knowledge of telephone systems
• Strong scheduling management and consistent follow through capabilities
• Proactive team player
• Knowledge of Microsoft Visio and SharePoint is an advantage
• Legal background is an advantage
Work Setup:
Shift: Flexible
Setup: Hybrid/Onsite
Location: Makati
By Applying, you give consent to collect, store, and/or process personal and/or sensitive information for the purpose of recruitment and employment may it be internal to Cobden & Carter International and/or to its clients.