Administration Assistant

This job is with Clifford Chance, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.
Job Description
Front Desk & Visitor Management

• Greet and register all visitors, ensuring compliance with visitor protocols, especially for contractors.
• Allocate visitor desks and coordinate workspace requirements.
• Provide personalized assistance to guests, ensuring their needs are met promptly and professionally.
• Manage concierge phone calls, emails, and requests from internal and external stakeholders.

Facilities & Office Support

• Order and maintain supplies for kitchen, breakout areas, meeting rooms, and utility rooms.
• Monitor and replenish printed stationery and general office supplies.
• Liaise with external vendors for services such as printing, courier, and other outsourced needs.

IT & Technical Support

• Provide first-level IT support for guests and staff in client suites, including:

• Printer setup

• Video conferencing assistance
• Troubleshooting basic IT issues
• Coordinating with IT support for escalations

Meeting & Event Coordination

• Organize internal and external meetings, including:

• Practice/group meetings, lunches, dinners, and drinks

• Visitor arrangements and seminar logistics
• Catering coordination
• Seminar questionnaire summaries and applications

Administrative & Secretarial Services

• Assist with:

• Expense claims

• Document handling (print, copy, bind, mail)
• Calendar and inbox management
• Document archiving and CR searches
• Updating distribution lists and telephone lines
• Book orders and payment requisitions
• Team coverage and general administrative support

Business Development Support

• Update CVs and track BD activities
• Maintain InterAction entries
• Support event coordination and logistics for visiting partners
• Liaise with the BD team to ensure smooth execution of BD initiatives

Travel Coordination

• Arrange travel bookings including flights, taxis, and accommodation
• Support travel logistics for staff and visiting guests

Project Assistance

• Provide administrative and logistical support for ad-hoc projects as required

Qualifications

• Exceptional Communication: Confident and professional verbal and written communication skills, with the ability to engage effectively across all levels of the organization and with external stakeholders.
• Interpersonal Skills: Demonstrates a respectful, inclusive, and collaborative approach to teamwork, with the ability to work autonomously and with remote teams.
• Attention to Detail: High level of accuracy and thoroughness in all tasks, ensuring quality and consistency.
• Multitasking & Flexibility: Proven ability to manage multiple priorities and adapt to changing demands in a dynamic environment.
• Deadline-Oriented: Experience in working under pressure and meeting tight deadlines.
• Proactive & Self-Motivated: Takes initiative and ownership of responsibilities, with a positive and solutions-focused mindset.
• Instructional Clarity: Strong listening skills and the ability to follow instructions precisely.

• Technical Proficiency:

• Advanced skills in Microsoft Word and Outlook

• Intermediate proficiency in PowerPoint and Excel
• Familiarity with document management systems; experience with iManage is preferred

Company Description
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.

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.

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.

Additional Information

At Clifford Chance we understand that our true asset is our people. We believe that each and every one of us should experience an equality of opportunity and an equality of experience here. We are always working to develop and deliver the best and most innovative approaches to make that happen. Inclusion is good for our team and their families, our firm and society.

We are therefore committed to treating all employees and job applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

The firm will regularly review its procedures and selection criteria to ensure that individuals are selected, promoted and otherwise treated according to their relevant individual abilities and merits.

We have a number of initiatives and networks that support our aspiration to be the Global Law Firm of choice. These include our LGBT, Gender Parity, Ethnicity and Disability networks.