Practice Support Coordinator

1 dzień temu

Warszawa, Mazovia, Polska Clifford Chance Pełny etat
Job Description

The Practice Support Coordinator will be an integral part of the team at Clifford Chance's Global Operational Hub in Warsaw, working alongside colleagues across the world to deliver exceptional client experiences. This role involves providing professional administrative support to lawyers in relation to billable and non-billable work, ensuring clients are serviced in a professional manner and in accordance with the Firm's policies.

Key Responsibilities
  • Act as key point of contact for incoming queries, both internally and externally, via phone or email.
  • Manage diaries, organizing meetings across different time zones, coordinating meeting requirements, and preparing necessary documentation.
  • Set up and maintain file management systems, including filing emails and documents, archiving, and other document management activities.
  • Arrange domestic and international travel.
  • Prepare and draft letters, email correspondence, pitch, and presentation documentation with direction and input from supported individuals.
  • Manage document management processes, including amending, collating, and renaming PDFs, proofreading, and liaising with specialist teams.
  • Participate in the delivery of ad hoc projects and tasks as required.
Client Focus and Support
  • Progress and assist with client relationship initiatives, arranging and attending meetings, calls, or other associated actions as required.
  • Create or amend PowerPoint presentations, Excel documents, or fee quote documentation to an intermediate level, involving specialist teams as necessary.
  • Build relationships with internal and external clients and key stakeholders, maintaining knowledge of matters from inception to completion for allocated fee earners.
  • Collate and capture client and matter-related information in core systems.
  • Organize events in collaboration with the Events team.
  • Carry out research tasks to support fee earners and Business Professional teams, researching venues and gathering client intelligence for marketing, capability statements, and pitch materials.
  • Assist client and market development teams with client relationship activities, including cross-practice client events and maintaining client contact information.
Financial and Matter Management
  • Provide financial management support from inception through to billing, supporting the firm's commercial discipline initiatives.
  • Work with Accounts Payable to raise timely and accurate invoices to ensure payment on time.
  • Attend work-in-progress (WIP) and debtor meetings as required, following up on action points with the billing team.
  • Support fee earners with Time Sheet entries, proactively inputting holidays and absences, resolving unposted time, and managing held time.
  • Provide support and guidance on Expert Time.
  • Assist with good housekeeping of documentation, including post-closing administration as required.
Best Delivery
  • Encourage the use of Best Delivery hubs.
  • Engage with and use the firm's Best Delivery tools to provide efficient support and advise on their use.
  • Facilitate end-of-matter review to identify follow-on opportunities, such as deal reviews and KETL opportunities.
Qualifications
  • Fluency in both German and English languages, with additional language skills considered an asset.
  • 5+ years' experience, preferably in a multinational organization, with proven experience as an Executive Assistant or personal secretary.
  • Ability to work in a virtual environment and provide remote support.
  • In-depth understanding of the entire MS Office suite (Word, Outlook, PowerPoint, and Excel).
  • Strong organizational, project management, and problem-solving skills, with impeccable multi-tasking abilities.
  • Ability to adapt to changing priorities and work well under pressure.
  • Strong attention to detail.
  • Approachable, helpful, and flexible.

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