Philippines Job Openings
White & Case
Practice Assistant
Manila
October 14, 2024
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.
They are also expected to participate in departmental initiatives related to training, quality, overall administration and business development, track daily productivity, generate reports, analysis and provide recommendations where needed
Our Practice Assistants work with a variety of offices and culture across Asia, EMEA and Americas (46 offices), adapting to their individual and cultural needs, and increasing these leaders' capability and capacity to do their work while maintaining a very high level of efficiency and accuracy.
The Office Operations Team is structured to collaborate and work as a unit alongside the Firm’s Office Operations key contacts across all global offices to provide a high quality, client service experience. The Analyst should demonstrate flexibility by actively seeking to improve working processes, anticipate needs and take action accordingly with the guidance of his/her immediate leader.
- Calendar Management
- Assistance in planning and preparation of meetings, conferences and travels
- Room Reservation
- Assistance in booking rooms across the firms for certain functions and meetings
- Data Management
- Enters data in Inter Action, IManage, Outlook and other platforms
- Document Processing
- Assistance in preparations and proof reading of documents such as legal letters, new business intake forms, expense letters, presentations and reports
- Billing and Expense Processing
- Handles the executive’s teams expenses
- Phone Coverage
- Receives, screen and coordinate communications received through phone and mails
- Travel Management
- Assistance in any travel related matters from requirements to bookings and reservations
- General Administration
- Any ad-hoc activities such as preparing reports, as well as general office duties as required
- Records the meeting minutes
- New Business Intake
- Report to and take direction from the the department’s corresponding leadership team
- Coordinate with various global points of contact and internal clients to accommodate and fulfill requests and queries
- Participate in departmental initiatives related to training, quality, reports, and overall administration, business development, resources / processes, and community
- Participate in annual goal setting with Team Leader with the objective of meeting or exceeding yearly goals, and seeking managerial guidance and support as necessary
- Effectively manage conversations with internal clients through emphatic listening
- Understand the primary needs of end users and offer recommendations
- Conduct routine test calls for contacts ensuring proper call routing as necessary
- Escalate and respond to technical issues and service challenges
- Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, Power Point), Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units
- Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues and workarounds
- Ensure all restricted information, matters, issues, and personal effects of all principals are treated with utmost confidentiality
- Enable good working relationships with internal departments, by properly coordinating requests with necessary teams and solving incidents in a timely manner
Immediate requirements include:
- Bachelor's/College Degree or equivalent
- Relevant work experience is necessary
- Excellent written and oral communication skills
- Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
- Pleasant voice and professional demeanor in order to communicate with a diverse group of attorneys, clients,vendors, and staff and give a positive impression on the Firm
- Has the ability to communicate by telephone and/or mail and provide information with substance, courtesy and tact
- Excellent customer service skills
- Must be flexible to work with shifting schedules, on weekends, holidays, and irregular hours on occasion and/or more than 40 hours per week to perform the essential duties of the role
- Proficient Microsoft Applications (Outlook, Excel, Word, Power Point)
- Individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, time management and organizational skills, and the ability to maintain a realistic balance among multiple priorities
- Anticipate the needs of others in order to ensure their seamless and positive experience
- Maintains strict confidentiality in the workplace by ensuring all sensitive information is handled discreetly
- Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
- Must be flexible and can adapt to change in workflow requests
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This role is based in Manila and reports to the Practice Support Manager
Expected Workplace: Hybrid
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