Practice Administration Assistant, Sydney

This position is responsible for providing proactive front office practice support and administration, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies and procedures. This includes being a part of a concierge team and supporting all front office related processes from meeting room management, reception duties, supplies and stocks, administrative services to handling phone, mail and couriers.

The Practice Administration Assistant will take full ownership of the delivery of their key responsibilities detailed below.

Key Responsibilities

Concierge
- Greet all visitors to the office and ensure the correct recording of visitor details and where required that the appropriate prerequisites have been complied with (as in the case of contractors). Ensuring that all visitors are welcomed and their individual requirements are attended to.
- Arrange visitor desk allocations
- Act as a point of liaison to assist in outsourced external services such as copy / print production / couriers
- Provide first level IT support set-up for all guests and staff as required in the client suite and for visitor set-up. This includes printing set-up, video conference assistance, trouble-shooting IT errors and sourcing assistance as necessary.
- Order supplies, stock and maintain Kitchen/Breakout/ Meeting rooms
- Maintain CC printed stationery supplies
- Manage stationery ordering and restocking in utility rooms

Meeting Arrangements
- Practice/group meetings
- Practice/group training
- Practice/group dinner/lunches/drinks
- Other external/internal meeting arrangements
- Visitor arrangements
- Seminar questionnaire summaries
- Catering requirements

Secretarial/Administration Services
- Expense claims
- Phone handling
- Print/copy/bind/mail
- DPU Liaison where applicable
- Bibles
- Document archiving
- CR search
- Update of listing rules where applicable
- Distribution lists/telephone lines update
- Book orders
- Payment requisition
- Calendar management
- Inbox management
- Team coverage as required

BD Support Services
- CV updates
- Tracking BD activities
- InterAction entries
- Assist with coordination and organisation of events
- Inform BD team of the schedules of visiting partners and work with the BD team on the relevant logistics

Travel Arrangements
- Flight bookings
- Taxi bookings
- Accommodation

Projects
- Provide support for Projects as required

We expect you to aspire to deliver the highest standards of customer care to your colleagues, fee earning and otherwise. You will strive to make every interaction with your area of service as easy as possible, proactively anticipating requirements, suggesting solutions and removing friction, wherever it arises. You will take personal responsibility for ensuring that any service issues are resolved as quickly as possible and will take full ownership of these issues. You will support our shared success model, recognizing that exceptional client service relies on us all succeeding, both individually and as a team.

Skills & Experience
- Confident communication skills, both written and verbal
- Ability to interact professionally with all levels of colleagues both internally and externally
- Strong attention to detail
- Ability to multi task with the flexibility to change priorities as required
- Experience in meeting deadlines
- Positive outlook
- Respectful of colleagues with an inclusive team work manner
- Ability to work autonomously and within a team that is located remotely.
- Be motivated and demonstrate an ability to use initiative
- Ability to listen and follow instructions correctly
- Advanced Microsoft Word and Outlook skills
- Intermediate Powerpoint and Excel skills
- Understanding of document management systems, iManage preferred

About the Firm

Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations. By joining us in the Business Professionals Team, you will help us innovate in the way we deliver our services and enable us to run a successful multinational business that never stands still. Business Professionals are integral to the running of the firm and are critical to its success.

To find out more about what it is like to work in Clifford Chance in Australia, please visit link

Equal Opportunities

Clifford Chance is committed to an Equal Opportunities policy in employment and believes in equality of opportunity regardless of gender, age, race, colour, nationality, ethnic origin, religion, disability or sexual orientation.

The Clifford Chance Principles embody what we stand for and aspire to be:
Exceeding clients' expectations
We are committed to helping our clients achieve their goals by providing commercially focused legal advice of the highest quality that will consistently exceed their expectations.

Local excellence, global standards
We ensure we can benefit our clients by combining the highest global standards of