Administrative Assistant (US Shift)

Job Description

The role

The broad scope of the role involves supporting allocated Stakeholders as an Administrative Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies/career. The role will be part of the Virtual Assistant Team and will include working as part of a team to ensure a high-quality service to all stakeholders.

Who you will work with

Virtual Assistant Team- Global Business Support

What you will be responsible for

The AA will provide administrative assistance and support to their Stakeholders, including and not restricted to:

• Reporting & Data Management: Prepare and maintain bi-weekly utilisation reports, matter balance reports, and ad-hoc reporting requests. Assist in gathering missing data by coordinating with partners, partner secretaries, and associates.
• Financial Processes & Expense Management: Manage end-to-end processing of expenses, invoices, overtime claims, and purchase orders. Ensure timely and error-free submissions while tracking against budgets where necessary.
• Timesheets & Compliance: Monitor, track, and follow up on missing or held timesheets. Accurately record time entries in Intapp Time.
• Procurement & Vendor Management: Manage supplier records, raise purchase orders via Proactis, and coordinate with the Finance team for invoice payments.
• Administrative Support & Coordination: Provide support for travel coordination, Uber business access, onboarding logistics, and visa processing. Handle requests related to photography sessions, business cards, and event coordination.
• Research & Knowledge Management: Conduct open-source research, update knowledge databases, and maintain the Business Development contact database in InterAction.
• Engagement & Communication: Contribute to internal communications, including HealthTech blogs, HR intranet updates, and Academy platform event coordination.

Employee Experience: Facilitate new hire inductions, manage corporate gifting for occasions, and oversee birthday email communications.

What you will do

At Clifford Chance, we believe in bringing the client - both internal and external - to the centre of everything we do. To do this we need to understand, anticipate and fulfil the unique needs and expectations of each client. We call this "Client Focus" and to help deliver this core part of our business strategy, we want to recruit people who not only excel in their field but who are also client focused.

We are looking for people who:

• can demonstrate a keen interest and enthusiasm to understand their Stakeholder's priorities
• are self-starters but also team players ready to help others and contribute to the overall success
• listen, understand, question and deliver; and are reliable and responsive, and worked in an environment of "client first"
• in short, we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients.
   

Qualifications

Your experience

• Qualification: Bachelor's Degree from a reputed institute
• 1+ years' experience, preferably in a multinational organisation with exposure to multiple cultures
• Strong attention to detail, excellent organisation skills, and proven experience of prioritising workloads to meet deadlines with impeccable multi-tasking abilities
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Ability to learn quickly, be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs
• Ability to deal with new and unfamiliar situations
• Very good written and verbal communication skills

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.
 

Additional Information

Equal opportunities

At Clifford Chance, we forge an inclusive culture, where diverse perspectives are recognised and valued. It’s a culture where everyone has equal access to opportunities to thrive and succeed. We are guided by our values-based Code, which sets high standards of conduct and has a principle focused on being inclusive.

We comply with the law and regulations in every location where we operate and we are committed to delivering fair and equal access to all applicants and employees irrespective of background. This applies across all aspects of employment from recruitment and selection to development, progression, and day-to-day working life.  

Our global network of affinity, faith and support groups are open to all. These communities help to create an environment where everyone at the firm can feel they belong and can reach their full potential.

Find out more about our inclusive culture here