Practice Administration Assistant (Junior Assistant, 6-mo fixed-term contract), Tokyo

The Role

Working closely with the Concierge/PAA Team of 3 in our Tokyo office the PAA will be the first point of contact for all lawyers clients and visitors both face-to-face and on the phone.
The position requires a highly professional individual with first-class customer service and administration skills as well as a proactive and solutions-focused approach.

Key Responsibilities: 

Practice Admin and Correspondence
Arranging lawyers meetings and sending calendar invitation to both internal and external participants
Administering expense reimbursement in compliance with the Firms expense policies
Enter and maintain client details and business cards on InterAction
Supporting new joiners / leavers of office / team customs
Support lawyers as required on updating time recording entries into the Firms systems
External seminar registration
Arranging visitors transportation to the client meetings
Other ad hoc personal assistance

Document Management
In relation to both legal and non-legal documents:
Transcribing editing and amending legal and other documents including marketing presentations and materials. Convert compare copy type and proofread the same as necessary ensuring that documents comply with house style
Identifying when it is appropriate to utilize the services of the Firms DPU in accordance with operational guidelines and policies and liaising with the DPU team in relation to the completion of requests
Facilitating the scanning photocopying binding printing and fax transmission of documents through the Office Services in accordance with operational guidelines and policies
Filing and archiving of closed physical files off-site by making a file list and and retrieve them when necessary

Reception / Switchboard Services
Providing full reception support to the Tokyo office including maintaining a booking schedule for meeting rooms and liaising with other business services departments to ensure that meeting requirements are met
Attending to switchboard professionally
Greeting and attending to clients/visitors directing them to meeting rooms and serving drinks
Maintaining meeting rooms and other room equipment to be clean managing stocks of refreshments in cafeteria and stationaries in meeting rooms.
Visitors
Allocating desks for visiting CC staff and liaising with other departments to ensure the desks are ready prior to their arrival
Other visitor arrangements including issuing office/building access cards guidance of the office facilities and etiquette and any other personal assistance like taxi booking restaurant / ticket arrangements
Informing and arranging the access to the office for both internal and external visitors

Meeting and Training Settings / Arrangements
Booking rooms arrange necessary IT facilities and sending invitations out for the attendees of regular internal meetings/trainings
Arrangement of lunch/refreshments for meetings / seminars.
Arrangement of the catering services for bigger events
Reporting the training attendees to the organiser for recording
Regular internal meetings/trainings arrangement - booking rooms ordering lunches if necessary arrange necessary IT facilities and sending invitations out for the attendees

Travel Arrangements / Reservations
Managing travel and hotel arrangements including booking air tickets and accommodation through the Firms travel agent and arranging visa applications
Managing ad hoc personal reservations and arrangements including restaurant reservations and taxi bookings for both internal and external events

Qualifications :

Your Experience

3 to 5 years work experience in a similar or relevant role within a professional services environment.
Effective team player Demonstrate positive and co-operative interaction with team members with a focus on the importance of delivery as a team.
A highly motivated attitude with a commitment to excellence and diligence
A proactive mature and collaborative approach towards colleagues in and outside the reception team
Have a workable business level of English skills (TOEIC score 850 or above) and you are a native Japanese speaker.
Proficiency in Microsoft Word Excel and Outlook

Additional Information :

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