Job Description - Practice Assistant (240000KQ)Firm SummaryWhite & Case is an elite global law firm serving leading companies, financial institutions, and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.With lawyers operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.It's not just about our global network of offices and shared services centers; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.Our lawyers are globally minded, enterprising, collaborative, and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 110 nationalities and speak 80 languages.Position SummaryThe Practice Assistant role is responsible for providing a wide range of secretarial, administrative, and ad hoc projects for Melbourne. Working closely with partners, a team of lawyers, and the remote Practice Assistant team in Manila, 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 take action accordingly.Duties and AccountabilitiesAdministrativeArrange 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 in order 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 in a timely basis.Work in an organized and efficient manner, have an excellent attention to detail, and be familiar with the resources available.Assist with time entry on behalf of some lawyers.Prepare legal documents, correspondence, and communications.Manage any other duties as reasonably requested by all stakeholder allocations and service leadership team.CommunicationOperate multi-line telephones in order 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 documents, letters, memos, reports, e-mails, etc., in proper White & Case 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 to meet 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.TechnicalManage expenses on Chrome River / Elite 3E.Manage client billing and reporting.Demonstrate proficiency in the use of the Firm's software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, PowerPoint), iManage, Chrome River, Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units.Knowledge in InfoTrack desirable, but not essential.Identify, solve, or report technical problems for immediate resolution.Must be flexible and can adapt to change in workflow requests.Relationship ManagementUse good judgment at all times; ask 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.Essential Job RequirementsExcellent MS Office skills and professional telephone manner.Familiarity with MS Word (including typing and formatting) and PowerPoint.Experience booking both domestic and international travel.Ability to work well independently and in a team environment.Good attention to detail.Fluency in English is a must with additional language skills a plus.Flexibility to be able to cover evenings/weekends.Experience supporting associates and partners at an international law firm is preferred but not mandatory.Location and ReportingThis role is based in Melbourne.This role reports to the Melbourne Office Operations Manager.The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.1The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
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