Administrative Assistant

Overview

Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Denver office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.

Key Responsibilities

Operations

• Greet clients and visitors and assist with visitor inquiries
• Answer all incoming calls from the main switchboard and route them to the appropriate person
• Provide back up in all areas of day-to-day office operation
• Assist with attendance office notifications when someone is out or is running late
• Assist with new hire onboarding
• Review and process operation invoice statements as needed
• Monthly reconciliations of office credits cards and court docket prepaid accounts
• Handle new parking requests, validations and monthly invoices
• Order new joiner office access cards and assigned property access via Brivo
• Provide back up to office service clerk as needed
• Provide back up to records management
• Profiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handling
• Order new joiner business cards

Legal Administrative Support

• Provide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
• Assist with downloading and saving electronic records
• Assist with downloading electronic court filings, saving into document management system and routing to appropriate team
• Assist with closing matter memos
• Assist with preparation of expense reports and tracking payment of same
• Assist with additional administrative or legal support ad hoc projects as needed

Facilities

• Ensure cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearance
• Serve as a secondary contact for facilities services in coordinating facilities improvement project
• Coordinate office cleaning with building management and office service team
• Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
• Ensure the office has enough emergency supplies and emergency preparedness plans are in place
• Evaluate life & safety procedures and work with management to develop a safe work place
• Coordinate bi-annual carpet cleaning schedule
• Notify specific vendors of any problems with office machines and follow through to see all repairs are completed

Conference Services & Hospitality

• Supervise and assist all conference room reservations for the office
• Ensure conference rooms are neat, and supplies are maintained at established levels
• Perform quality of service checks on local conference room meetings
• Set up conference rooms for meetings and special events
• Make hotel and car reservations for expecting visitors
• Coordinate and assist with VIP reception events for clients and employees of the firm
• Work closely with catering company for all reception and catering needs
• Provide support in audio visual set-ups for meetings and conference calls

Candidate Specification:

• Excellent organizational skills
• Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
• Excellent communication skills
• Self-motivated, pro-active and able to use own initiative
• Good attention to detail
• Flexible approach with willingness to accept a range of varying responsibilities
• Positive attitude
• Team player

Experience and Knowledge:

• MS Office skills (Outlook, Word, Excel and PowerPoint)
• Good verbal and written communication skills
• Accurate typing (minimum speed 50 wpm)
• Excellent spelling and grammar

The Firm

Clyde & Co is a leading global law firm, helping organisations successfully navigate risk and maximise opportunity in the sectors that underpin global trade and commercial activity and enable global prosperity, namely: insurance, aviation, marine, construction, energy, trade and natural resources. Globally integrated, Clyde & Co offers a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. It is committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves and provides an environment in which everyone can realise their potential, using its legal and professional skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment including through a commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. The firm has 490 partners, 2400 lawyers, 3200 legal professionals and 5500 people overall in nearly 70 offices and associated offices worldwide.

Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavors and strengthen our delivery, for our clients and our firm. We:

• Work as one - We are a globally connected team of talented people who act with a firm-first mentality to achieve success
• Excel with clients - We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the center of everything we do
• Celebrate difference - We help each other to be at our best and believe our differences result in greater achievement
• Act boldly - We seek new opportunities, take action and learn as we go, recognizing that curiosity drives our development and contributes to growth

Business Services Competencies

Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people enabling them to be highly effective in their current role as well as assisting them to fulfil their career aspirations.

The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas:

• Technical Excellence
• People and Team
• Client/Stakeholder Relationships
• Service Delivery and Commercial Awareness
• Personal Effectiveness

The salary range for this position is $52,000 - $57,000 for the Denver location. The range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.

Benefits offered include generous time off; medical, dental, and vision insurance; 401K Safe Harbor contribution; Life/AD&D Disability; Flexible Spending Account; Supplemental Medical Accident Insurance; Supplemental Critical Illness Insurance; Employee Assistance Program; Pet Insurance; Commuter Benefits.

This is the job description as constituted at present; however the Firm reserves the right to reasonably amend it in accordance with the changing needs of the business.

**Principals only**

It is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability or any other basis protected by applicable law.

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