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. And why we attract a diverse group of people.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

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

Duties and Accountabilities1

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

Location & Reporting

This role is based in Manila and reports to the Practice Assistant - Team Leader

1The 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.