Team Manager – Practice Support Coordinators & Executive Assistants, 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 Team Manager – Practice Support Coordinators & Executive Assistants is a key people‑leadership and service‑delivery role within the Warsaw Hub, responsible for leading a team of Practice Support Coordinators (PSCs) and Executive Assistants (EAs) providing high‑quality administrative and practice support to lawyers and senior firm leaders across multiple offices and jurisdictions globally.

The role’s initial focus is the direct management of a team of approximately 12-15 Practice Support Coordinators / Executive Assistants, with accountability for service quality, team capability, onboarding, and day‑to‑day people management. Over time, the role contributes to building a scalable, standardised, and well‑governed practice support service aligned with the firm’s broader Hub and One Europe strategy.

This role moves beyond task supervision to owning service standards, performance management, and continuous improvement across the practice support function, ensuring lawyers and Business Professional stakeholders experience a reliable, proactive, and professional level of support.

Who you will work with

The role will have an excellent understanding of the provision that the Hub offers, and will work under the direction of the Functional Manager to align support needs to the firm's strategy, and ensuring consistency

The Team Manager will liaise with Partners and Business Professional teams, including Facilities and Business Operations, Finance, Risk and Compliance, Best Delivery, Business Continuity, IT and HR, on a range of core management support activities and best practice projects.

The role holder must be flexible and collaborate with the other Team Managers across the network to share ideas, ensure consistency, adaptability and willingness to adjust to working with different practice areas and teams, as required.

What you will be responsible for

Practice Support Governance & Service Delivery

• Provide overall oversight of practice support and executive assistant services delivered by the team to allocated practice groups and offices, ensuring consistency, professionalism, and high service standards.
• Translate the expectations and responsibilities of the Practice Support Coordinator / Executive Assistant role into clear team standards, ways of working, and service principles, aligned with firm policies and regulatory requirements.
• Act as the primary escalation point for service issues, workload concerns, or relationship challenges, ensuring timely resolution while maintaining strong lawyer and stakeholder relationships.
• Ensure the team delivers effective support across core areas including diary management, document production, client and matter support, travel, billing support, events, and coordination with global service teams
• Monitor service delivery across multiple offices and time zones, proactively identifying risks, pressure points, or quality issues.
• Work with data, KPIs and SLAs as base for problem solving and performance dialogue

   Team Leadership & People Management

• Lead, manage, and develop a team of approximately 12-15 Practice Support Coordinators / Executive Assistants, providing clear direction, regular feedback, and performance management.
• Create a culture of accountability, collaboration, continuous improvement, and client service mindset within the team.
• Support individual development through coaching, skills development, and exposure to broader responsibilities, recognising the diverse experience levels within the team.
• Ensure fair and effective workload allocation, capacity planning, cover arrangements, and cross‑training to maintain service continuity during absences or peak periods.
• Partner with HR on all people‑management activities including performance reviews, absence management, employee relations matters, and engagement initiatives.
• Provide hands-on support to the team during bottlenecks and contribute to project tasks and a range of deliverables as required by the business.

    Onboarding, Hiring & Capability Building

• Design, implement, and continuously improve a structured onboarding programme for new Practice Support Coordinators and Executive Assistants, ensuring consistent induction, training, and time‑to‑productivity.
• Actively participate in recruitment processes, including role scoping, interviews, selection decisions, and onboarding of new hires.
• Ensure new joiners are trained on firm systems, policies, risk and compliance requirements, and expected service standards.
• Identify skills gaps within the team and implement targeted training, coaching, or shadowing opportunities to uplift capability.
  
  Standardisation, Process Improvement & Change
   
• Drive greater standardisation of practice support processes and ways of working across the team, while remaining responsive to practice‑specific needs.
• Ensure implementation and adoption of ServiceNow based workflow platform, participate in designing AI-powered tool solutions.
• Identify inefficiencies, duplication, or manual work within current support processes and propose practical improvements.
• Support transitions of additional practices or offices into the Hub by contributing to planning, knowledge transfer, and change management activities.
• Work closely with other Virtual Assistants Managers and global service teams to align responsibilities, hand‑offs, and escalation pathways.
  
  Stakeholder Management & Business Partnering
   
• Build strong, trusted relationships with Partners, lawyers, and Business Professional stakeholders supported by the team.
• Act as a key interface between the Warsaw Hub and local offices, ensuring expectations are aligned and issues are addressed transparently.
• Communicate clearly and confidently with senior stakeholders, balancing service delivery with operational constraints.
• Represent the practice support function in relevant forums, discussions, or working groups as required.

Qualifications

Your experience 

• 3-5 years of experience in leading assistant or customer services team, preferably within professional services industry (legal, consulting)
• Proven experience managing or overseeing multi‑office relationship-based service with strong familiarity with nearshore/shared‑services delivery models.
• Experience driving governance frameworks, process standardisation and alignment across offices
• Strong data fluency: ability to interpret KPIs, dashboards, and metrics, and convert insights into targeted improvements.
• Knowledge of ServiceNow, advanced use of Copilot

Qualifications:

• Master’s degree
• Fluent English (C1/C2)
• Advanced Polish as a plus (B2), but not a requirement
• Additional language skills are an advantage, reflecting the multi‑jurisdictional nature of the role.
  
   

Additional Information

Our Warsaw Hub

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

Hybrid Working

We expect the new joiners to follow the hybrid mode schedule of three days per week working from the office with flexibility to increase attendance if business needs require.

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.