Practice Support Coordinator - German Desk - Warsaw Hub

Company Description

Who we are

We are a global law firm dedicated to creating advantage for our clients - on every matter, every time.

Our Warsaw Hub exemplifies this commitment. We offer a competitive edge and empower the right people to be at the forefront of technological innovation, such as AI investment, legal automation, bespoke tools, to drive transformation at Clifford Chance and create more added-value, efficient solutions for clients and the wider industry.

Joining our team means you will be part of a high-performing culture, globally recognised for the work we do and the advantage we create for world-leading clients. You’ll collaborate with the sharpest minds in the industry, working on some of the most critical legal and commercial business challenges and driving business support processes.

We focus on delivering operational excellence with specialist infrastructure and dedicated support such as, Finance, Legal and Executive administration support, , Risk and Compliance, Business Development, Branding, Marketing and Communications.
 

Job Description

The role

The Practice Support Coordinator is responsible for providing professional administrative support to the lawyers of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. The role will be part of the Hub in Warsaw and will include working as part of a team to ensure a high-quality service to all stakeholders. The specific purpose of this role is to assist the allocated fee earners in in our Germany offices.
 

Who you will work with

You will predominantly be working with the members of the practice group (allocated fee earners), as well as secretarial colleagues from Germany as well as the teams in India.
 

What you will be responsible for

The Practice Support Coordinator is responsible for providing professional core business support to the Firm's fee earners. The support provided will be as part of a team with shared responsibilities and collective accountability, working with the firm's Business Professional teams. The Practice Support Coordinator is expected to create positive working relationships with fee earners and their colleagues to provide excellent business support. You will take personal responsibility for ensuring that any service issues are resolved as quickly as possible and will take full ownership of these issues, permitting the people you are allocated to support to concentrate on looking after our clients. The Practice Support Coordinator is responsible for ensuring that all activities are carried out in compliance with the firm's policies and regulatory requirements.
 

What you will do

Practice Management:

• Managing diaries: organising meetings, coordinating meeting requirements including room bookings, managing diary conflicts, preparation for meetings including necessary documentation, liaising with internal and external attendees on availability, and organising catering.
• Arranging domestic and international travel: visas, vaccinations, currency, flights, hotels, maps, client information, itineraries and liaising with our in-house travel provider as required.
• Organising events in collaboration with Events team: internal and external client and team events, social events, retreats and deal-closing lunches and dinners, together with any associated tasks such as researching venues, invitations, collating RSVPs, drafting communications and event management as required.

Litigation and Document Management:

• Monitoring court deadlines (under further supervision) and maintaining lists of such deadlines and other matter-related lists.
• Preparation of standardised submissions in legal proceedings: For example, drafting applications for cost determination or motion for remote hearings.
• Document Management/Production - manage document processing from beginning to end including edits, formatting, house styles and proofreading, generic blacklining, amending, collating PDFs and renaming, liaising with specialist CC teams including Global Business Services team, local Service Teams or Legal Support Centre.
• Document handling: Storing documents in different internal and external workspaces and data rooms, setting up appropriate file management systems: filing emails and documents, archiving, filing, and arranging couriers, in doing so ensuring the completeness of court files.
• Collating and capturing the correct client and matter-related information in the core systems.

Financial and Matter Management:

• Supporting billing and collection tasks.
• Providing financial management support from inception through to billing: supporting the firm's commercial discipline initiatives.
• Working with Accounts Payable to raise timely and accurate invoices to ensure payment on time.
• Attending work in progress (WIP) and debtor meetings as required and following up on action points with the billing team.
• Supporting your fee earner allocation with Time Sheet entries: proactively inputting holidays and absences, resolving unposted time and managing held time.
   

Qualifications

Your experience

• Fluent in German and English. Any additional language skills would be considered as an asset.
• 3+ years' experience, preferably in a multinational organisation with proven experience as a Legal secretary, Executive Assistant or personal secretary to Senior Management, ideally experience with court proceedings.
• Ability to work in a virtual environment and provision of remote support.
• In-depth understanding of entire MS Office suite (Word, Outlook, PowerPoint and Excel).
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Ability to adapt to changing priorities and work well under pressure.
• Strong attention to detail.
• Approachable, helpful and flexible.
• Willingness/ability for very occasional travel to Frankfurt/Germany.
   

How we will support you

Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations.  Business services are integral to the running of the firm and are critical to its success. 

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.
 

Additional Information

The Warsaw Hub is designed to help clients move faster, smarter, and with confidence. Joining us means becoming part of a dynamic and interconnected global network. Every day and on each project, you will connect with your colleagues across the world. You will learn, you will grow, and you will take your career in the direction you want.

We are closely integrated with the core business of Clifford Chance. This means frequent interactions with senior stakeholders, providing our team with invaluable insights. This close integration ensures that our work is aligned with the firm's overall goals and vision.

The Warsaw Hub requires individuals with advanced capabilities and the ability to engage in thought-partnering with Clifford Chance's lawyers and partners. This means that our team members are not just executing tasks but are actively contributing to the development of innovative legal solutions. This collaborative environment fosters professional growth and ensures that our team is always at the cutting edge of the legal industry.

You will work in the heart of the city. Warsaw is a friendly place to live and to work and has a cosmopolitan environment.
 

Equal opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society. 

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm.

Find out more about our inclusive culture here.