Practice Assistant

Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions, and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers and staff operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.

It’s not just about our global network of offices and shared services centers; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work.

Our lawyers are globally minded, enterprising, collaborative, and committed to excellence. Our people represent 90 nationalities and speak 80 languages.

Our Global Operations Center, Manila

Manila is the third largest office in the White & Case landscape. We house the Global Operations Center which is made up of over 500 team members who provide integral support to our lawyers and legal support teams around the world. We handle a substantial range of services in business development and marketing, compliance and new business, finance, technology, human resources, and office administration. We are also the pioneers and frontlines of operational excellence.

Since the inception of the White & Case Manila Global Operations Center over a decade ago, we've been consistently recognized as one of the top employers in Asia. We have won multiple notable award such HR Asia Awards, International ICT Awards, Asia CEO Awards, and is recognized as a top workplace by Great Place to Work Philippines. Working flexibly and across every time zone to support our lawyers and colleagues around the world, we have built strong relationships across our different teams, cultures, and offices.

True to our Employee Value Proposition of providing team members with a dynamic, diverse, and rewarding work environment, we enable excellent candidates to apply for secondments or training opportunities located in other White & Case offices. Our goal is to provide a learning and development path that is best suited for each role while leveraging each team member's strengths.

Position Summary

The Practice Assistant is responsible for providing a wide range of secretarial, administrative, and ad hoc projects for Business Support Leadership and Professional Legal Support groups. The Practice Assistant should demonstrate flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and take action accordingly. The Practice Assistant Team is structured to collaborate and work as a unit alongside the Firm’s Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm.

Our Team

The Practice Services team performs a wide range of administrative and legal office procedures such as Calendar Management, Room Reservation, Data Management, Document Processing, Billing & Expense Processing, Phone & Mailbox Coverage, Travel Management, and General Administration to the business services leaders and lawyers of the Firm remotely.

Duties and Accountabilities

Administrative

• Manage calendars and ensure that all activities and markers are up to date
• Arrange meetings, conferences, and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved
• Plan and prepare all travel-related needs (i.e., flights / trains, hotels, cars, itinerary, etc.)
• Plan and organize workflow to comply with established time constraints in order to meet deadlines
• Create and maintain contact information and email distribution lists
• Liaise with business support groups for and on behalf of the stakeholder allocations
• Carry out assigned projects effectively and in a timely basis
• Manage any other duties as reasonably requested by all stakeholder allocations and service leadership teams

Communication

• Operate multi-line telephones in order to address/relay incoming, outgoing and intra-system calls; and direct them to the appropriate parties and employees
• Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Draft or revise routine letters, memos, reports, e-mails, etc., in proper White & Case style and format; proofread and edit content and correspondences to correct grammar, spelling and punctuation; produce and transcribe dictation
• Assist with projects and logistics arrangements that are being led by the allocations through internal / external coordination with various groups
• Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines
• Prioritize, manage multiple assignments, and communicate the status and progress of assignments in a timely manner
• Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Relationship Management

• Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with other members of the team and across the Firm

Qualifications

• A Bachelor’s or Associate degree is necessary. Post-baccalaureate diploma and/or a master’s degree is advantageous, but not required.
• At least one year of relevant work experience as a Remote / Executive / Administrative Assistant with an exposure to a large international law firm or an equivalent organization.

Essential Job Requirements

• Excellent written and oral communication skills
• Intermediate knowledge of Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Is able to remain calm under pressure and work with tight deadlines
• Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
• Excellent organization and coordination skills; comfortable managing priorities from multiple parties
• Excellent telephone manner and competent knowledge of telephone system
• Strong scheduling management and consistent follow through capabilities
• Proactive team player
• Knowledge of Microsoft Visio and SharePoint is an advantage
• Legal background is an advantage

Other

• This is a Non-Exempt role based in Manila
• The role reports to the Practice Assistant - Team Leader
• Job Level S20

The firm may modify and amend this job description at any time in its sole discretion. Nothing herein creates a contract of employment or 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.