Company Description
Who We Are
We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.
Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.
You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.
Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.
Job Description
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 lawyer's meetings and sending calendar invitation to both internal and external participants
• Administering expense reimbursement in compliance with the Firm's 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 Firm's 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 Firm's 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 Firm's 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
