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Practice Assistant Team Leader

2 months ago

Hong Kong, Central and Western District, Hong Kong SAR China Kirkland & Ellis LLP Full time

Position Overview

The Practice Assistant Supervisor will collaborate closely with the Director of Administration to manage the daily operations of the Practice Assistant Services Department.

This role entails overseeing all resources within the Practice Assistant Services Department. Responsibilities include managing the distribution of overflow tasks and special projects, as well as staffing for overtime requests. The Supervisor will engage with assistants on the floor to foster relationships, identify morale and performance issues, and serve as a resource for staff regarding firm policies and procedures. Additionally, the Supervisor will facilitate the orientation of newly hired assistants and recommend training initiatives to enhance core competency objectives. The role also involves maintaining and updating organizational documents and reports, as well as assisting in monitoring and approving work schedules and attendance.

Key Responsibilities (This list is not exhaustive and may be supplemented and changed as necessary.)

Leadership: Provides direction to the assistants, ensuring that the services rendered by the department meet the needs of the firm's attorneys and clients. Sets and achieves annual goals to improve the quality of support provided by the department. Communicates effectively with other staff members, managers, and attorneys, keeping the department informed of firm news and updates. Collaborates with the Practice Assistant Services department to engage in efforts across all phases of projects and initiatives. Supervision: Oversees the assistants, promoting a work environment that encourages excellence, productivity, teamwork, and high morale. Assists in recruiting, hiring, orientation, training, counseling, and performance evaluation. Coordinates disciplinary and termination matters with the Director of Administration and HR. Monitors attendance and manages attendance records. Implements firm policies in a fair and consistent manner. Staffing: Aids in assigning and providing backup assistance to attorneys, discussing proposed arrangements with staff and attorneys in advance, and monitoring assignments to ensure effectiveness, including leave and lunch coverage. Professional Development: Coordinates the orientation of new departmental employees regarding their job responsibilities. Develops suitable in-house training and continuing education programs for departmental staff. Collaborates with the Technology Services Department for technology training. Paralegal Program: Assists in overseeing the paralegals in the office. Other: Remains informed on relevant management and market trends through participation in external associations related to the positions being managed, reading management publications, and attending continuing education programs. Performs other related duties as assigned.

The Supervisor is expected to undertake any other tasks or responsibilities that reasonably fall within the scope of this position.

Qualifications

The ideal candidate must possess a minimum of 3 years of supervisory experience, preferably in a professional services setting. A proven track record of supervising or managing administrative staff or other legal support personnel within a medium to large law firm is essential, along with expertise in delivering prompt, professional, and courteous services for all administrative requests. Excellent communication and organizational skills are required, as well as attention to detail, flexibility, adaptability to change, and a strong customer service orientation. The candidate must demonstrate problem-solving abilities, strong staff management skills, and the capacity to remain calm under pressure. Maintaining confidentiality, acting fairly and equitably, and effectively interacting with individuals at all levels of the firm's business are critical. Previous legal administrative experience in a law firm environment is highly desired. This position requires a moderate to high degree of discretion and independent judgment.

Proficiency in English and Cantonese is essential, with Mandarin preferred. The candidate must possess strong written English skills, with the ability to develop and deliver grammatically correct verbal and written communications in various formats and styles.