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About the Role

The Practice Assistant is accountable for providing professional core business support to the firm's fee earners, working collaboratively with other Business Professionals teams. This role requires flexibility and adaptability to support various practice areas and teams, ensuring all activities comply with firm policies and regulatory requirements.

Responsibilities

• Act as a key point of contact for internal and external queries via phone or email, including inbox management, drafting responses, and screening calls.
• Manage diaries by organizing meetings across different time zones, coordinating meeting requirements, and managing diary conflicts.
• Provide support for video conferencing using CC supported applications and manage file management systems.
• Arrange domestic and international travel, including visas, vaccinations, flights, and hotels.
• Prepare and draft letters, email correspondence, pitch and presentation documentation.
• Coordinate the set-up of remote and physical data rooms.
• Assist Partners with trainee and lawyer administration, including scheduling meetings and preparing paperwork.
• Manage document management processes, including amending, collating, proofreading, and liaising with specialist teams.
• Assist with the integration of new joiners, providing guidance on firm processes and workstation setup.
• Follow up with fee earners on mandatory training requirements and adherence to risk and compliance policies.
• Participate in ad hoc responsibilities, projects, and tasks such as room moves and absence coordination.
• Provide guidance to Team Assistants and Junior Practice Assistants.
• Assist with client relationship initiatives, including arranging and attending meetings and calls.
• Remind and assist fee earners with CV updates.
• Create or amend PowerPoint presentations, Excel documents, or fee quote documentation.
• Build relationships with internal and external clients and key stakeholders.
• Capture client and matter-related information in core systems like Intapp and the Matter Capture System (MIS).
• Organize and attend events, including researching venues, managing invitations, and event coordination.
• Carry out research tasks to support fee earners and Business Professionals, including gathering client intelligence.
• Support client and market development teams with client relationship activities.
• Provide financial management support, including conflict checking, drafting engagement letters, and setting up Matter Team Manager (MTM).
• Process and manage expenses and invoices in a timely manner.
• Track updates to pre-bills and ensure smooth preparation of bills.
• Attend work in progress (WIP) and debtor meetings and follow up on action points.
• Support fee earners with timesheet entries, including inputting holidays and absences.
• Provide support and guidance on Expert Time.
• Draft emails and send client matter updates on WIP and debts.
• Assist with good housekeeping of documentation, including post-closing administration.
• Provide guidance on the firm's processes, best practices, and systems.
• Encourage the use of the firm's Best Delivery hubs and tools.

Requirements

• Exceptional organisational skills with excellent attention to detail.
• Understanding of the role's contribution to practice area and firm strategy.
• Client-oriented with proven experience of building strong internal and external relationships.
• Ability to manage work activity, delegate appropriately, and utilize support functions efficiently.
• Ability to take initiative and make decisive decisions autonomously.
• Excellent communication skills, both written and oral.
• Awareness of confidentiality and discretion.
• Previous experience within a professional services firm is an advantage.
• Experience of complex diary management, international travel, email management, and assisting with correspondence preparation.
• Experience supporting new business, client, or business development teams with pitches, events, marketing materials, and client research.
• Proven experience supporting on financial matters, including timesheets, e-billing, expenses, and invoices.
• Intermediate to advanced knowledge of Word, Outlook, Excel, and PowerPoint.
• Experience of setting up data rooms is an advantage.
• Knowledge of legal processes and matter management is desirable.
• Knowledge of Intapp, Expert Time, time reporting systems, Interaction, Kira, and Transact is an advantage but not essential.

Skills

• Organisational skills
• Attention to detail
• Client relationship building
• Work management
• Delegation
• Decision making
• Written communication
• Oral communication
• Confidentiality
• Discretion
• Diary management
• International travel arrangement
• Email management
• Correspondence preparation
• Pitch preparation
• Event organization
• Marketing material preparation
• Client research
• Financial matter support
• Timesheet recording
• E-billing
• Expense management
• Invoice processing
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Data room setup
• Legal processes
• Matter management
• Intapp
• Expert Time
• Time reporting systems
• Interaction
• Kira
• Transact

Location

• London

Work Type

• Hybrid working

Experience Level

• Previous experience of working within a professional services firm an advantage
• Experience of complex diary management, international travel, email management and assisting with the preparation of correspondence on behalf of stakeholder
• Supporting new business, client or business development teams with pitches, events, marketing materials and client research
• Proven experience of supporting on financial matters, i.e. knowledge of recording time sheets, e-billing, expenses and invoices.

Education Level

• 5 (A*-C/9-4) GCSEs, including English and Mathematics.
• Cilex or BTEC Administration qualifications are desirable, but not essential.

Benefits

• Financial benefits
• Wellbeing benefits
• Lifestyle benefits
• Family friendly benefits

About the Company

• Clifford Chance is a leading global law firm known for combining high international standards with local expertise.
• The firm operates across the Americas, Asia, and Europe, focusing on key commercial areas like capital markets, corporate, finance, real estate, tax, and litigation.
• Beyond legal careers, Clifford Chance offers opportunities in business support functions, encouraging innovation and multinational business operations.
• Business Professionals are essential to the firm's success, expected to provide excellent customer care, anticipate needs, and resolve issues proactively.
• The firm promotes a shared success model where individual and team success contribute to exceptional client service.

Equal Opportunity

• Clifford Chance is committed to fair and equal treatment of all employees and job applicants regardless of gender, marital status, race, color, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.
• No requirement or condition will be imposed without justification that could disadvantage individuals based on protected characteristics.
• This policy applies to recruitment, selection, terms and conditions of employment, including pay, promotion, training, transfer, and all other aspects of employment.
• The firm regularly reviews procedures and selection criteria to ensure individuals are selected and promoted based on their abilities and merits.
• All staff are required to comply with the policy and act to remove barriers to equal opportunity.
• Discrimination or failure to comply with the policy will result in disciplinary action.