The Administrative Assistant will support the Global Director of Technology Services in a wide variety of areas, including, but not limited to: extensive schedule management, global and domestic travel arrangements, meeting planning; ensuring that the Director is prepared by providing logistical support and related documents in advance of the meetings. The Administrative Assistant will also provide administrative support to the IT Managers in the group and general support of department activities.
A high degree of discretion and professionalism is expected, as well as strong organizational skills, creativity and the ability to anticipate and address the needs of the team. The successful candidate will be detail-oriented and self-motivated, able to identify and help implement improvements to the department. Finally, this person will work and coordinate with a wide range of colleagues at various job levels, both internally and externally and should have strong communication and influencing skills.
Interact with executive-level contacts, both in the US and internationally.
Coordinate frequent, complex domestic and international travel arrangements. Prepare related itineraries and agendas.
Track expenses, prepare and submit expense reports in a timely manner.
Efficiently manage demanding, frequently-changing and complex calendars.
Draft and proofread communications targeted at multiple stakeholder groups.
Coordinate quarterly, global conferences led by the Director, including all logistics for meetings held in international offices.
Assist in preparing agendas, communications and presentations. Assist in drafting and proofreading applicable documents in advance of the meetings to allow for sufficient review.
Organize and maintain meeting minutes/notes, actions and supporting presentations in One Note.
Develop presentations and reports for staff and others using Microsoft Word, Excel, PowerPoint and Project Management software
Act as liaison to various departments and stakeholders as well as outside vendors and partners.
Prepare and maintain confidential budget information. Work with global Finance teams to submit and monitor annual IT budgets; review quarterly results with Director and global Finance teams.
Research and reconcile budgetary items and provide budget status reports.
Process all monthly invoices for payment and track spending to specific budget lines.
Assist IT Managers in maintaining internal processes and procedures and user-oriented intranet content.
Undertake special projects and interface with IT teams and the business, providing support as needed.
Perform general office tasks, including mail distribution, external consultant timekeeping and ordering supplies for the department.
Minimum HS diploma or the equivalent (Bachelor's Degree preferred)
Must be independently legally authorized to work in the United States
5 or more years administrative/secretarial experience with 3 years supporting senior executives
Exceptional organizational skills, including the ability to coordinate across multiple offices and regions
Ability to work well under pressure in a fast-paced environment under strict deadlines
Aptitude for learning and applying new information, skills and procedures
Ability to handle multiple tasks, making appropriate judgments on priorities
Ability to represent the Firm and communicate professionally with staff and other colleagues, maintaining tact, diplomacy and confidentiality
Excellent verbal and written communication skills, including the ability to compose, edit and proofread correspondence and documents
Ability to interact with executive-level domestic and international team members
Ability to work independently as well as part of a team and foster a team-focused environment that encourages collaboration and peer support
Excellent planning skills and ability to take ownership of administrative projects from start to finish
Excellent computer skills with proficiency in the use of Microsoft Office (e.g., Word, PowerPoint, Excel, MS Project Manager, Access, One Note) and e-mail/calendar software
Flexibility for overtime
Minimum of 60 wpm typing
Clifford Chance is one of the world's leading law firms, helping clients achieve their goals by combining the highest global standards with local expertise. The firm has unrivalled scale and depth of legal resources across the three key markets of the Americas, Asia and Europe and focuses on the core areas of commercial activity: capital markets; corporate and M&A; finance and banking; real estate; tax; pensions and employment; litigation and dispute resolution.
Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations. By joining us in Business Services, you will help us to innovate in the way we deliver our services and enable us to run a successful multinational business that never stands still.?Business Services are integral to the running of the firm and are critical to its success.
It has been and continues to be the Firm’s policy to provide equal opportunity and equal terms and conditions of employment to all employees and applicants for employment without discrimination on the basis of race, religion, color, national origin, sex, age, marital status, sexual orientation, gender identity or expression, citizenship status, immigration status, pregnancy, disability, veteran status, genetic predisposition, or any other status protected by law.
Alternatives are available for individuals who are unable to use or access our online application system. For assistance, please contact Clifford Chance's Human Resources Department at email@example.com or at 212.878.8025.