Practice Assistant

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

The Practice Assistant performs a wide range of secretarial, administrative and legal office duties. The position requires the ability to perform duties of a confidential nature with the ability to multi-task for several people. The role will work to provide excellent service to internal and external clients.

The Roles And Responsibilities Of This Job Include

Communication

• Provide excellent internal and external customer service to lawyers, clients and visitors;
• Answer, screen, and place calls in a professional manner taking accurate messages and promptly inform lawyers of the messages taken;
• Communicate clearly and accurately any issues with workload to the assigned lawyers on a timely basis;
• Interpret instructions to produce quality documents and keep legal staff updated with the status of their work and any problems encountered with systems or programs;
• Show discretion and keep information confidential when necessary;
• Work in a team environment and provide secretarial support to multiple lawyers/legal staff, including assisting with handling overflow work where necessary;
  
  

Technical

• Demonstrate proficiency, or the ability to quickly acquire this, in the use of the Firm’s software programs including but not limited to MS Office applications: Word, Excel, PowerPoint, Outlook; Document Management System - iManage, practice related software and the use of office equipment such as scanners/copiers;
• Draft grammatically correct routine letters, memos, reports, e-mails, in proper White & Case house style and format;
• Proof-read and edit correspondence to correct grammar, spelling and punctuation;
• Maintain client and matter lists;
• Create Outlook/Interaction contacts and maintain e-mail distribution lists;
• Assist with expense claims;
• Assist in requesting new client numbers and initiating conflict checks;
  
  

Administrative

• Work in an organized and efficient manner;
• Show excellent attention to detail and be familiar with the resources available;
• Have a thorough knowledge of department and Firm procedures and uphold procedures;
• Keep required files up to date and easily accessible for use by team members;
• Make travel arrangements (including transportation, accommodation and catering arrangements, if required), and prepare business itineraries;
• Prepare client bills for Partners;
• Prepare forms for practice specific needs;
• Perform tasks related with Marketing Department (including client events organisation);
• Arrange meetings, book conference rooms, arrange catering (when needed), check rooms prior to meetings etc. and liaise with other attendees, both internal and external;
  
  

Qualifications

• Excellent written and verbal communication skills in English
• Professional proficiency in Arabic desirable but not essential
• Relevant secretarial experience in a professional corporate services environment
• Experience in a medium or large global law firm desirable
• Legal secretarial training or certification desirable
• Demonstrated initiative, commitment and self-confidence to provide effective support in a fast-paced environment
• Strong support focus, with the ability to multi-task, prioritize and communicate effectively at all levels, and to work well both independently and as part of a team
• Proactive approach with a willingness to go the extra mile on both routine tasks and complex projects
  
  

This role reports to

Office Operations Manager

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.

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