International Operations Coordinator

2 tygodni temu

Warszawa, Mazovia, Polska Clifford Chance Pełny etat
Job Description:

We are seeking an experienced International Operations Coordinator to join our team in Warsaw. As a key member of our Global Operational Hub, you will provide professional administrative support to our lawyers and ensure clients receive exceptional service.

Responsibilities:
  • Act as the primary point of contact for internal and external queries via phone or email.
  • Manage diaries, coordinating meetings across time zones, room bookings, and ensuring smooth communication with attendees.
  • Set up efficient file management systems, filing emails and documents, archiving, and maintaining document security.
  • Arrange domestic and international travel, ensuring timely and cost-effective arrangements.
  • Prepare and draft correspondence, reports, and presentations with guidance from fee earners.
  • Oversee end-to-end document management processes, including amendments, collation, and proofreading.
  • Participate in ad-hoc projects and tasks as required, demonstrating flexibility and adaptability.
Client Focus and Support:
  • Support client relationship initiatives, arranging meetings, calls, and related actions.
  • Create or amend PowerPoint presentations, Excel documents, and fee quote documentation to an intermediate level.
  • Built relationships with internal and external clients, stakeholders, and maintain matter knowledge for allocated fee earners.
  • Capture and collate client information in core systems, ensuring accuracy and compliance.
  • Organize events in collaboration with the Events team, providing exceptional client experiences.
  • Conduct research tasks to support fee earners and Business Professional teams, gathering client intelligence for marketing and pitch materials.
Financial and Matter Management:
  • Provide financial management support from inception to billing, aligning with firm commercial discipline initiatives.
  • Work with Accounts Payable to raise accurate invoices, ensuring timely payment.
  • Attend WIP and debtor meetings, following up on action points with the billing team.
  • Support fee earner allocation with Time Sheet entries, proactively managing holidays and absences.
  • Offer guidance on Expert Time and assist with good housekeeping of documentation.
Best Delivery:
  • Encourage the use of Best Delivery hubs and tools, such as CC Connect, Transact, and LoopUp.
  • Foster collaboration and efficiency within teams, promoting effective support and advice on tool usage.
  • Facilitate end-of-matter reviews, identifying opportunities for follow-on work, deal reviews, and KETL opportunities.
Requirements:
  • Fluency in both German and English languages; additional language skills are beneficial.
  • Minimum 5 years' experience in a multinational organization, preferably as an Executive Assistant or personal secretary.
  • Ability to work in a virtual environment, providing remote support.
  • In-depth understanding of Microsoft Office suite (Word, Outlook, PowerPoint, and Excel).
  • Strong organizational, project management, and problem-solving skills, with excellent multi-tasking abilities.
  • Adaptability, attention to detail, and a proactive approach to work.
Company Overview:

We are one of the largest international law firms worldwide, operating over 30 offices globally. Our goal is to deliver exceptional client service, combining global standards with in-depth local expertise.

Our inclusive culture fosters growth, learning, and teamwork. We strive to exceed client expectations, providing tailored solutions that meet their needs. Join us in shaping the future of legal services.

Salary:

The estimated salary for this position is approximately €60,000 - €80,000 per annum, depending on qualifications and experience.

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