Administrative Assistant
Overview
Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Dallas office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff.
Key Responsibilities
- Operations
- Oversee day-to-day facility operations and serve as point of contact for general office inquiries
- Oversee Reception desk including answering phone and greeting visitors
- Aid with new hire onboarding
- Review and process operation invoices as needed
- Check for incoming faxes and forward them to recipients
- Occasional courier runs (as requested)
- Aid with copy and print jobs; create binders and labels
- Monthly reconciliations of office credit cards and court docket prepaid accounts
- Handle new parking requests, validations and monthly invoices
- Order new joiner office access cards and assigned property access via Brivo
- Provide back up to records management Profiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handling
- Order new joiner business cards
- Legal Administrative Support
- Overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
- Aid with downloading and saving electronic records
- Aid with downloading electronic court filings, saving into document management system and routing to appropriate team
- Aid with closing matter memos
- Aid with preparation of expense reports and tracking payment of same
- Aid with additional administrative or legal support ad hoc projects as needed
- Facilities
- Ensure cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearance and stocked with supplies
- Copier and printer maintenance: fill machines with paper; order toner, call for service as necessary
- Computer set-ups and troubleshooting IT issues
- Serve as a secondary contact for facilities services in coordinating facilities improvement projects
- Coordinate office cleaning with building management and office service team
- Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
- Evaluate life & safety procedures and work with management to develop a safe work place
- Coordinate bi-annual carpet cleaning schedule
- Notify specific vendors of any problems with office machines and follow through to see all repairs are completed
- Conference Services & Hospitality
- Coordinate guest offices and hospitality arrangements for visiting employees and clients
- Ensure conference rooms are neat, and supplies are maintained at established levels
- Perform quality of service checks on local conference room meetings
- Set up conference rooms for meetings and special events
- Make hotel and car reservations for expecting visitors
- Coordinate and assist with VIP reception events for clients and employees of the firm
- Work closely with catering company for all reception and catering needs
- Provide support in audio visual set-ups for meetings and conference calls
Candidate Specification
- Excellent organizational skills
- Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
- Excellent communication skills
- Self-motivated, pro-active and able to use own initiative
- Good attention to detail
- Flexible approach with willingness to accept a range of varying responsibilities
- Positive attitude
- Team player
Experience and Knowledge
- MS Office skills (Outlook, Word, Excel and PowerPoint)
- Good verbal and written communication skills
- Accurate typing (minimum speed 50 wpm)
- Excellent spelling and grammar
The Firm
Clyde & Co is a leading global law firm, helping organizations successfully navigate risk and maximize opportunity in the sectors that underpin global trade and commercial activity and enable global prosperity, namely: insurance, aviation, marine, construction, energy, trade and natural resources. Globally integrated, Clyde & Co offers a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. It is committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves and provides an environment in which everyone can realize their potential, using its legal and professional skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimizing the impact it has on the environment including through a commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. The firm has 490 partners, 2400 lawyers, 3200 legal professionals and 5500 people overall in nearly 70 offices and associated offices worldwide. Our Values Our Values Are The Principles That Guide The Decisions We Make, Unite Us In Our Endeavours And Strengthen Our Delivery, For Our Clients And Our Firm. We Work as one - We are a globally connected team of talented people who act with a firm-first mentality to achieve success
Excel with clients - We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the center of everything we do
Celebrate difference - We help each other to be at our best and believe our differences result in greater achievement
Act boldly - We seek new opportunities, take action and learn as we go, recognizing that curiosity drives our development and contributes to growth
Business Services Competencies
Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people enabling them to be highly effective in their current role as well as assisting them to fulfill their career aspirations. The Competencies Are Used To Inform All Aspects Of Business Services Career Development. They Vary Across Levels And Different Business Areas And Fall Under The Following Areas Technical Excellence
People and Team
Client/Stakeholder Relationships
Service Delivery and Commercial Awareness
Personal Effectiveness
Benefits
- Generous time off
- Medical, dental, and vision insurance
- 401K Safe Harbor contribution
- Life/AD&D Disability
- Flexible Spending Account
- Supplemental Medical Accident Insurance
- Supplemental Critical Illness Insurance
- Employee Assistance Program
- Pet Insurance
- Commuter Benefits
The Firm
When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realize their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.
Clyde & Co
We are an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.
Privacy Notice
Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice. This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.