Practice Assistant

White & Case LLP; Philippines; On-site; PHP 260,000 - 460,000; Full time

Job summary

White & Case LLP's Global Operating Center in Manila seeks a proactive Practice Assistant to provide broad secretarial and administrative support to Business Support leadership and Professional Legal Support groups.

The role requires flexibility, multitasking across initiatives, and a focus on improving processes, meeting deadlines, and maintaining confidentiality in a fast-paced, international environment.

Qualifications

• Bachelor’s degree is necessary.
• At least one year of relevant remote/executive/administrative assistant experience with exposure to a large international law firm or equivalent.
• Excellent written and oral communication skills.
• Proficient in Word, Outlook, Excel and PowerPoint.
• Strong organization, scheduling and confidentiality.

Responsibilities

• Manage calendars and schedule meetings and travel.
• Draft or revise routine letters, memos, and emails in proper firm style.
• Coordinate projects and logistics with internal/external stakeholders.
• Plan and organize workflow to meet deadlines and allocations.
• Maintain contact lists and distribution lists and liaise with stakeholder groups.
• Support across Practice Services and global offices as needed.

Skills

Communication skills

Interpersonal skills

Team player

Problem solving

Adaptability

Education

Bachelor’s degree

Master’s degree (advantageous)

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Visio

SharePoint

Job description

Our Global Operating Center located in Manila is pivotal to enhancing the Firm’s operational efficiency and streamlining legal and business services support across our global network. Our center provides comprehensive administrative, financial and operational services across office operations, compliance and new business, finance, technology, human resources, innovation and marketing. By centralizing these critical functions, the center ensures consistency and quality in service delivery while reducing operational costs. Through its integrated approach, our Global Operating Center enables the Firm to focus on its core legal services, drive global growth and maintain high standards of client service across all offices.

The Practice Assistant is responsible for providing a wide range of secretarial, administrative, and adhoc projects for Business Support Leadership and Professional Legal Support groups. 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. The Practice Assistant Team is structured to collaborate and work as a unit alongside the Firm’s Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm.

Duties And Accountabilities

Administrative

• Manage calendars and ensure that all activities and markers are up to date
• Arrange 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
• Manage any other duties as reasonably requested by all stakeholder allocations and service leadership teams

Communication

• 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 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

Relationship Management

• Use 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

Qualifications

• A Bachelor’s degree is necessary. Post-baccalaureate diploma and/or a master’s degree is advantageous but not required.
• At least one year of relevant work experience as a Remote / Executive / Administrative Assistant with an exposure to a large international law firm or an equivalent organization.

Essential Job Requirements

• Excellent written and oral communication skills
• Intermediate knowledge of Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Is able to remain calm under pressure and work with tight deadlines
• Detail and solutions oriented with a strong sense of urgency to pro-actively solve challengesExcellent organization and coordination skills; comfortable managing priorities from multiple parties
• Excellent telephone manner and competent knowledge of telephone system
• Strong scheduling management and consistent follow through capabilities
• Proactive team player
• Knowledge of Microsoft Visio and SharePoint is an advantage
• Legal background is an advantage

Location and Reporting

• This role is based in Manila and reports to the Practice Assistant - Team Leader

This role reports to

Regional Manager, Practice Services - EMEA

Equal Opportunities

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

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.