Practice Assistant
Skills
About This Role
Overview
Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations.
Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas.
We provide PA support and manage document production, translation and travel services.
Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class.
We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.
As a Practice Assistant, you will play a key role at the heart of our team, providing high quality, comprehensive workflow management and organizational support to lawyers and partners while taking ownership of a broad range of administrative responsibilities.
You will build a deep understanding of our clients’ needs and how our practice operates, allowing you to deliver exceptional client service in everything you do and see the real impact of your contribution.
Working in a collaborative, high-performing environment, you will have the opportunity to work closely with leading practitioners, develop your skills and grow your career while demonstrating flexibility in supporting principals and colleagues across the team.
You will be encouraged to bring ideas, challenge how things are done and proactively improve our ways of working by anticipating the needs of clients and colleagues and taking initiative, making you an integral part of the firm’s success and client experience.
Administrative
- Manage diaries, ensuring they are up to date.
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external.
- Arrange for travel bookings and related details to be made.
- Arrange photocopying, printing, organising couriers, sending out of letters, faxes etc.
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping.
- Use effective systems to ensure that both short and long term tasks are completed within required timescales.
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations.
Communication
- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner.
- Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate fee earner and actioned as necessary.
Document
- Manage the production of documents and check returned work produced by the Document Production team before it is passed to the relevant lawyer and undertake basic/minor amendments where appropriate.
- Type urgent/short/confidential correspondence and emails.
- Produce and maintain Excel spreadsheets as required.
Financial
- Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis.
- Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard financial/time reports through the system.
- Request cheques, bank transfers and paying in money received, as appropriate.
Duties
- In addition to providing support to the fee-earners to whom they report, a Practice Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
- Team duties will therefore include:
- Assisting others in the department whenever there is spare capacity or it is evident that a colleague needs assistance with their workload.
- Picking up telephone calls for other members of the department when they are away from their desk.
- Participating in a lunch time telephone rota within the Practice Assistant team.
- Assisting other members of the department, both proactively and at the request of the Team Leader.
- Working effectively with other legal and support departments as required.
- Any other duties as reasonably requested by the Lawyers or Team Leader, or a person of an appropriate seniority.
- Liaise with business support departments on behalf of lawyers as required.
- Liaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.
- Client relationship management
- Become an active part in the care of clients and be wholly familiar with contacts/clients.
- Enter, maintain and update client details and relevant information on the firm’s contacts system.
- Deal with basic client queries and general administration.
- Arrange client meetings
Qualifications
A Practice Assistant has a responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures.
This will ensure that the Practice Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Leader.
In Addition To This, They Should Have/be
- Accurate typing speed of approximately 60 words per minute
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
- Excellent organisation and co-ordination skills
- Excellent telephone manner and competent knowledge of telephone system
- Excellent communication, organisational and team skills
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others
- Have a positive approach to daily tasks and have a solutions focussed working method
- Minimum five GCSEs grade C or above or equivalent including English
Desirable
- Secretarial qualification
- MOS Certification
Location and Reporting
- Location: Riyadh
- This role reports to the Office Operations Manager, Riyadh
- This role reports to
Office Operations Manager-Riyadh
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.
Note to Recruitment Agencies
Our internal Recruitment team manages all aspects of lateral hiring.
All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates.
CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions.
If you have questions, please contact the relevant Recruitment team.
We work with our preferred suppliers when engaging agencies.
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