Billing and Administrative Assistant

Company Description

We are one of the largest international law firms in the world. With over 33 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. Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them. 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 our teams.

Whichever area of the business you join, you’ll become an integral part of an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet. With around 130 lawyers and 15 Partners, the Luxembourg office of Clifford Chance is a leading player in the Luxembourg legal services market.

Whatever your area of expertise, you will find a range of career opportunities at Clifford Chance. And wherever you are heading, Clifford Chance is where you can be true to your ambitions.

We have a great opportunity for an administrative assistant for our Luxembourg office.

At Clifford Chance, you will be joining one of the world's leading law firms with 31 offices widespread across the globe, which uniquely places us to best advise market-leading clients on complex deals that frequently headline commercial and financial news. We offer our clients a truly international perspective as well as our people a stimulating and expansive career trajectory. Whichever area of the business you may join, you will become an integral part of an innovative, diverse, and ambitious team of people.

As an administrative assistant, you will be joining the Global Financial Markets department at Clifford Chance, providing first-class professional support to fee earners as part of a team with shared responsibilities and collective accountability, refocusing tasks and priorities as required, and creating a positive working relationship with fee earners and peers on a daily basis.

Job Description

General administration: 

• Deal with email requests and calendar updates
• Draft, edit, proofread, and finalize documents
• Support filing, printing, scanning and archiving of files

Lawyer assistance: 

• Prepare Lawyers expense reports and assist with timesheets
• Organize and coordinate travel arrangements, appointments, conferences and meetings
• Assist for any ad-hoc requests

Internal and external communication:

• Ensure telephone coverage for internal and external calls with the team
• Draft internal emails (to be send on behalf of the Partners)
• Liaise with other departments in a professional manner to ensure smooth support to Lawyers

Billing activities:

• Deal with billing queries: open matters, prepare invoices, track payments
• Coordinate with the other members of the team and the central billing team

Other activities:

• Ensure RCS recording and filing
• Liaise and support other Business Professionals when needed (HR, Business Development, IT…)

Qualifications

• Bachelor's degree in secretarial studies or administration
• At least 2-3 years' experience in a similar position
• Fluency in English and French, German is an asset
• Proficiency in the use of MS Word, MS Excel, MS PowerPoint and Outlook
• Dynamic and "willing to learn" attitude
• Ability to adapt to changing priorities and work well under pressure 
• Flexible and able to work as part of a team in a confidential manner
• A valid work permit is mandatory to apply for this role

Additional Information

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.