Company name
Clyde & Co LLP
Location
Atlanta, GA, United States
Employment Type
Full-Time
Industry
Administrative
Posted on
Feb 08, 2022
Profile
Clyde & Co is a leading, sector-focused global law firm with 400 partners, 2000 legal professionals and 4000 staff in over 50 offices across six continents. Its core global sectors position it at the heart of global trade and commerce: insurance, trade & commodities, energy, transport, and infrastructure. With a strong emerging market focus, the firm has achieved compound average annual revenue growth of 12% over the last five years, making it one of the fastest growing law firms in the world with ambitious plans for further growth.
A busy administrative role supporting case handlers (including, but not limited to attorneys and paralegals) across the North American Region. The individual should be flexible, proactive and be able to organize themselves well and prioritize their work. Will work closely with attorneys, paralegals and legal assistants, assisting them with their day-to-day needs, at times dealing with confidential information. Should have a professional and proactive approach and a strong focus on client service provision.
This position is fully in office Monday - Friday.
Key Responsibilities
Operations
Greets clients and visitors and assist with visitor inquiries
Answer all incoming calls from the main switchboard and route them to the appropriate person
Provide back up in all areas of day to day office operation
Assist in managing local library inventory and supervise library filing updates
Assist with attendance office notification when someone is out or is running late
Maintain office attendance and visitor log (Covid-19 environment)
Manage office phone system. Work with vendors and internal IT department to fix phone issues on as needed basis
Assist with new hire orientation
Review and process operation invoice statements as needed
Assist with office credit card reconciliation report
Monthly reconciliations of office credits cards and court docket prepaid accounts
Handle new parking requests, validations, and monthly invoices
Order new joiner office access cards and assigned property access via Brivo
Provide back up to office service clerk as needed
Provide back up to records management
Profiles into firm document management system all incoming mail, faxes, overnight deliveries, and forwards to appropriate teams for further handling
Order new joiner business cards
Distribute disposable masks to office visitors
Assist with ensuring that social distancing requirements are being met in common areas
Assist with ensuring that the SendWordNow database to up to date with most current contact information
Legal Support
Works with attorneys and legal assistants to enter litigation/case related dated into firm calendar management program and ensure that closed matters are promptly closed
Assists with downloading and saving electronic records
Assists with downloading electronic court filings, saving into document management system and routing to appropriate team
Assists with closing matter memos
Assists with preparation of expense reports and tracking payment of same
Assist with additional administrative or legal support ad hoc projects as needed
Provide overflow administrative support to practice groups or region as needed
Facilities
Coordinate maintenance and cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen, and coffee station in orderly appearance
Ensure furniture ordering packages are completed correctly and on time
Serves as secondary contact for facilities services in coordinating facilities improvement project
Coordinate fridge cleaning with building management and office service team
Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
Ensure the office has enough emergency supplies and emergency preparedness plans are in place
Evaluate life & safety procedures and work with management to develop a safe workplace
Coordinate bi-annual carpet cleaning schedule
Notify specific vendors of any problems with office machines and follow through to see all repairs are completed
Conference Services & Hospitality
Supervise and assist all conference room reservations for the office
Ensure conference rooms are neat and supplies are maintained at established levels
Perform quality of service checks on local conference room meetings
Set up conference rooms for meetings and special events
Make hotel and car reservations for expecting visitors
Coordinate and assist with VIP reception events for clients and employees of the firm
Work closely with catering company for all reception and catering needs
Provide support in audio visual set-ups for meetings and conference calls
Qualifications:
Excellent organizational skills
Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
Excellent communication skills
Self-motivated, pro-active, and able to use own initiative
Good attention to detail
Flexible approach with willingness to accept a range of varying responsibilities
Positive attitude
Team player
Experience and Knowledge:
1-3 years of administrative assistant experience, prior law firm advantageous
MS Office skills (Outlook, Word, Excel and PowerPoint)
Good verbal and written communication skills
Accurate typing
Excellent spelling and grammar
Clyde & Co shifted to virtual work for the majority of our lawyers and business services team with the global outbreak of Covid-19. This precaution was taken to help protect our people, clients and communities. It is likely that this role will start virtually while the firm continues to evaluate the situation.
Clyde & Co US LLP is committed to protecting the health and well-being of our employees and partners, their families, and members of our community against COVID-19. Accordingly, we require all partners and employees based in the United States to be fully vaccinated against COVID-19 to enter the Firm's office, unless they have been granted a reasonable accommodation based on documented medical or religious grounds. Offers of employment will be conditioned upon applicants presenting proof of full COVID-19 vaccination unless exempted by the firm based on medical or religious grounds.
-Principals Only-
We offer a rewarding work environment that supports professional growth and opportunities. We value diversity in our work place and it is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability or any other basis protected by applicable law.
CLYDE & CO PRIVACY NOTICE:
https://www.clydeco.com/help/privacy
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Company info
Clyde & Co LLP
Website : https://www.clydeco.com