Team Leader, Practice Assistants 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 and staff operating from more than 47 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 and shared services centers; it’s the global interconnectedness of the Firm that our people, and our clients, value 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 The Practice Assistant Team Leader is responsible for providing a wide range of secretarial, administrative and ad hoc projects for Business Support Leadership and Professional Legal Support groups.

The Practice Assistant Team Leader should demonstrate flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and take action accordingly.

The team is structured to collaborate and work as a unit alongside the Firm’s Practice Assistants across all global offices to provide a high quality, comprehensive workflow management and organizational service to service stakeholders within the Firm Responsibility Conduct daily conversations (both in person and through the group chat created for each practice group) with team members to determine coverage needs, including lunch coverage, for the practice section.

Make decisions based on these conversations to move PAs to assist at other desks within the practice section, as necessary.

Monitor staff punctuality, demeanor and appearance and keep Manager informed of any issues; participate with Manager in conducting coaching and counseling sessions, as necessary.

Participate in yearly performance review of team members, providing Section Manager with feedback and ratings.

Meet regularly with manager to discuss progress, concerns and ideas relating to the Practice Support Team program.

Review, approve and submit PA Overtime Duties and Accountabilities1 Leadership Service Management for assigned Team Create strategic plans for assigned service/region/shift team members Address region/shift escalations Analyze service reports and act on findings accordingly People Management for Direct Reports HR Documentation: Regularization, Incident Reports (IR), Corrective Action Forms (CAF), etc.

Attendance and DTS Management Coaching: Goal Setting, Addressing behavioral feedback and escalations, etc.

Mentorship: Training Senior Specialist/s and high potential team members towards people leadership or functional expertis Communication Skills Provide excellent internal and external customer service to allocations Serve as a liaison between administrative departments and lawyer/legal staff in the Firm.

Assist, train, and mentor new Practice Assistants.

Answer, screen, and place calls in a professional manner.

Communicate clearly and accurately any issues with workload to the assigned allocations on a timely basis.

Interpret instructions to produce quality documents and keep legal staff apprised of the status of their work and any problems encountered with systems or programs.

Prioritize, manage multiple assignments and communicate the status of assignments in a timely manner.

Show discretion and keep information confidential when necessary.

Work in a team environment and provide secretarial support to multiple lawyers/legal staff on the team including assisting with handling overflow work and practice specific responsibilities.

Work with the Manager to ensure that the practice section is operating smoothly; keep Manager informed of any problems and discuss solutions.

Identify ways and suggest plans for process improvement; identify how staff can be more fully utilized.

Prepare monthly report on coverage and staff utilization within the practice section for submission to Manager.

Prioritize, manage multiple assignments and communicate the status and progress of assignments in a timely manner Use effective systems to ensure that both short and long term tasks are completed within the required timelines Directly coordinates with global stakeholder and counterpart Administrative Skills Plan and organize workflow to comply with established time constraints in order to meet deadlines.

Carry out projects assigned effectively and on a timely basis.

Work in an organized and efficient manner.

Use good judgment at all times; ask follow up questions if instructions are unclear.

Show excellent attention to detail and be familiar with the resources available.

Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures.

Keep Desk Reference information up to date and keep it easily accessible for use by Practice Assistants.

Relationship Management Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues and workarounds Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality Foster good relationships with other members of the team and across the Firm Technical Skills Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Word, Excel, Power Point, Outlook, i Manage, Change-Pro, Filesite, Legal Key, Intapp Time, Intapp, NBI, Chromeriver, PS Ship, Interaction, Cisco Telephone System, Connect, Speech Exec, practice related software and the use of office equipment such as PDF scanners, copiers, and fax machines.

Identify, solve, or report technical problems for rapid resolution.

Draft grammatically correct routine letters, memos, reports, e-mails, faxes etc., in proper White & Case style and format.

Proofread and edit correspondence to correct grammar, spelling and punctuation.

Print and file correspondence.

Produce and transcribe accurate dictation.

Create, organize and maintain hard copy and electronic files.

Draft and submit diaries.

Maintain client and matter lists.

Create and maintain Outlook contacts and e-mail distribution lists.

Administrative Skills Plan and organize workflow to comply with established time constraints in order to meet deadlines.

Carry out projects assigned effectively and on a timely basis.

Work in an organized and efficient manner.

Use good judgment at all times; ask follow up questions if instructions are unclear.

Show excellent attention to detail and be familiar with the resources available.

Have a thorough knowledge of department and Firm procedures and uphold all rules and procedures.

Keep Desk Reference information up to date and keep it easily accessible for use by Practice Assistants.

General Skills Must be a team player and have the ability to work in a team.

Foster good relationships with other members of the team.

Flexible and can adapt to change in workflow requests.

Qualifications A Practice Assistant Team Leader is responsible in ensuring that his/her skill set is up to date and that he/she maintains a level of familiarity with the Firm’s departments, key personnel, internal systems and procedures.

This ensures that he/she is able to carry out his/her role effectively and, where appropriate, discuss any training requirements with the Team Manager.

A college degree is necessary.

A post-baccalaureate diploma and/or a master’s degree is advantageous, but not required.

Excellent written and oral communication skills Knowledge of Microsoft Visio and Share Point is an advantage Excellent interpersonal skills with the ability to balance being an individual contributor and a team player Trustworthy in managing and handling confidential matters and information Has a positive approach to daily task management and can quickly build confidence, respect and trust with others Is able to remain calm under pressure and work with tight deadlines Detail and solutions oriented with a strong sense of urgency to pro-actively find solutions Excellent organization and coordination skills; comfortable managing priorities from multiple parties Excellent telephone manner and competent knowledge of telephone system Strong scheduling management and consistent follow through capabilities Proactive team player Location & Reporting This role is based in Manila and reports to the Practice Support Manager 1 The above is only 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: Philippines-Manila Expected Workplace: Hybrid Job Posting: Jul 22, 2024, 10:06:34 AM