Practice Coordinator

4 days ago

Fatih, Istanbul, Turkey White & Case LLP Full time
Job Overview

The Practice Assistant role at White & Case LLP is an exciting opportunity for a highly organized and detail-oriented individual to join our Business Services Team. As a key member of the team, you will provide administrative support to lawyers and legal staff, ensuring the smooth operation of our global practice.

This dynamic position requires excellent communication and interpersonal skills, as well as the ability to work effectively in a fast-paced environment. If you are a proactive and enthusiastic team player with a passion for providing exceptional customer service, we encourage you to apply.

Key Responsibilities
  • Communication
    • Provide top-notch 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.

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