Practice Assistant

4 days ago

Fatih, Istanbul, Turkey White & Case LLP Full time

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 operating from more than 40 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; it's the global interconnectedness of the Firm that our people, and our clients, value the 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

Our Practice assistants are part of our Business Services Team. They perform a wide range of secretarial, administrative, and legal office duties, mostly assigned to a specific team and/or partner. The practice assistant position requires the ability to perform in a confidential manner with the ability to multi-task for several people. A professional and courteous demeanor is expected and must be maintained at all times.

Our Business Services teams work together to provide excellent quality service to all internal and external clients including both the assigned group of lawyers and others. This team environment may require the practice assistant to provide coverage of other lawyers in the office outside of their assigned practice area.

The practice assistant position requires the ability to organize and expedite workflow of lawyer/legal staff members.

Duties and Accountabilities

Communication

  • Provide excellent internal and external customer service to lawyers, managers, clients and visitors;
  • Serve as a liaison between business services and legal staff in the Firm;
  • Answer, screen, and place calls in a timely, confidential and professional manner;
  • Take accurate messages and promptly inform lawyers of the messages taken;
  • Prioritize, manage multiple assignments and communicate the status of assignments in a timely manner;
  • Meet and greet clients/visitors in a confident and professional manner;
  • Show discretion and keep information confidential when necessary;
  • Work in a team environment and provide secretarial support to multiple lawyers/legal staff, including assisting with handling overflow work where necessary.

Technical

  • Demonstrate proficiency in using software programs, including but not limited to MS Office applications (especially Word, Excel, PowerPoint, Outlook), Document Management Systems/applications (Our Firm uses iManage), and in using office equipment such as PDF scanners, copiers, and fax machines;
  • Draft grammatically correct routine letters, memos, reports, e-mails, faxes etc., in proper White & Case house style and format;
  • Type from audio recordings, written mark ups or manuscripts using in-house and external style documents;
  • Proofread and edit correspondence to correct grammar, spelling and punctuation;
  • Create, organize and maintain hard copy and electronic files;
  • Draft and submit daily time entry (DTE) for lawyers in their absence or if requested;
  • Maintain client and matter lists;
  • Assist in requesting new client numbers and performing conflict checks;
  • Prepare Client Bills for Partners.

Administrative

  • Carry out projects assigned effectively and on a timely basis;
  • Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures;
  • Arrange conference calls, meetings, catering;
  • Make travel arrangements (including visa applications, transportation, accommodation and meals), and prepare business itineraries;
  • Contact Concierge service for conference room and additional needs of meetings, set up conference calls, when needed;
  • Prepare and collate papers ahead of meetings;
  • Keep client contact details and lists up-to-date;
  • Deal with incoming and outgoing mail;
  • Monitor emails as required and forward/act on them according to lawyers' instructions;
  • Attend trainings as required to keep up-to-date with firm-wide policies and procedures;
  • Reception desk cover whenever needed.

Capabilities/Qualifications

Skills and Experience

  • University Degree;
  • High level of proficiency with Microsoft Office;
  • Native Turkish and Fluent English;
  • Relevant work experience in a dynamic professional environment;
  • Comfortable with flexible office hours;
  • Experience in a Law Firm or any corporate department dealing with law, regulations, contracts and/or legal paperwork.

Personal Characteristics

  • Proactive and enthusiastic team player;
  • Excellent communication and interpersonal skills;
  • Strong organizational skills and attention to detail;
  • Demonstrates high level of adaptability to an ever-changing work environment;
  • Self-starter with good judgement when it comes to taking initiative;
  • Efficient problem solver who is able to follow up timely;
  • Fast learner who is curious and able to embrace new research areas;
  • Able to cope with pressure and prioritize conflicting demands;
  • Eager to play a supporting role in a fast-paced environment led by ambitious professionals;
  • Work in an organized and efficient manner;
  • Show excellent attention to detail and be familiar with the resources available.

Location & Reporting

  • This is a full-time position based in Istanbul;
  • This role reports to the Office Manager, based in Istanbul.

The Firm may modify and amend this job description at any time at its sole discretion.

1The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Primary Location

Expected Workplace: Onsite

Job Posting

Job Posting: Jan 17, 2025, 5:13:15 AM

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