Operations Lead

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 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 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 The Role Job Overview The Global Business Support GBS function provides assistance to the firm s offices through its teams including Document Production Design Studio Junior Executive Assistants Virtual Assistants and World Firm EAs As the Operations Lead you will assist with the direct management of allocated Executive Assistants EA and Administrative Assistants AA in Hyderabad office Additionally you ll play a role of an EA to allocated GBS stakeholders The key hours are across days and afternoon At reasonable request adjustment to working hours will be expected Who you will work with You will report to Sr Manager VA Team however you will work closely with all GBS Managers in working efficiently with the London Delhi Hyderabad Newcastle and Warsaw teams to ensure the service is seamless in its delivery What you will be responsible for Line Management for allocated Executive and Administrative Assistants in Hyderabad office ensuring that all members provide a professional and seamless service Executive Assistant support to allocated Stakeholders What you will do People and Performance Management Support Sr Manager VA Team with activities such as induction and training sessions and ongoing coaching for the team Ensure fair workload distribution across the team and promote cross-training to enhance collective expertise Develop implement and maintain SOPs to ensure consistent and efficient stakeholder support Proactively identify opportunities for team growth process enhancements and innovative service development Identify skill gaps within the team and coordinate targeted training sessions to enhance overall competency and service quality Plan and conduct Three Conversations in collaboration with Sr Manager VA Team Ensure accurate real-time updates across all tracking tools and maintain overall housekeeping Address operational and people-related challenges with a problem-solving mindset Oversee the seamless onboarding and induction of new joiners ensuring timely system access and structured training Provide assistance to wider GBS Managers as required Establish collaborative working relationships with other GBS teams reinforcing a unified One Team culture Implement and ensure compliance with all departmental policies and procedures Stakeholder Business Partnering Foster trust and build strong relationships with stakeholders and the wider VA Team through proactive communication and regular feedback loops Ensure the provision of high-quality support to stakeholders by diligently monitoring team s deliverables utilisation actively seeking feedback and identifying areas for improvement Manage unexpected tasks with agility promptly notify the manager of incidents and suggest process improvements to mitigate future risks Conduct thorough RCAs and introduce quality control measures ensuring real-time incident updates to the manager Executive Assistant Support As an EA you will provide executive assistance and support to the allocated Stakeholders including and not limited to Inbox Management Prioritise and streamline email correspondences keeping the inbox organised and junk-free File emails systematically to prevent overflow and ensure easy retrieval Respond on behalf of the stakeholder when required Calendar Meeting Management Proactively plan and manage dynamic calendars resolving scheduling conflicts efficiently Arrange meeting logistics including agendas pre-reads and coordination Attend meetings take minutes and circulate action points in a timely manner Travel Management Organise comprehensive travel itineraries including flights rail taxis hotels visas and travel insurance Ensure calendars are updated with logistical details and maintain structured travel records Expense Budget Management Accurately and promptly submit claims expenses mileage etc with quick turnaround times Assist with invoice processing purchase orders and budget tracking as required and delegate to Administrative Assistants appropriately Documentation Data Management Prepare and maintain accurate documentation including reports presentations and correspondences Manage document control via iManage and other relevant platforms ensuring efficient record-keeping Project Coordination Support stakeholders by researching compiling and analysing project data Draft and review status reports escalate risks and issues and monitor project milestones Make informed decisions independently to meet critical deadlines Confidentiality Integrity Maintain the highest level of discretion and professionalism Adhere to policies procedures and regulatory requirements while fostering trust and reliability in stakeholder interactions Collaboration Team Engagement Work closely with stakeholders ensuring seamless communication Actively contribute to the VA Team in all offices assist in onboarding new team members and provide absence cover when needed Ad-Hoc Support Assist with various ad-hoc tasks including onboarding new hires managing distribution lists organising off-sites and team gatherings and supporting stakeholder upskilling initiatives Qualifications Your Experience Qualifications Experience Bachelor s degree required Master s MBA from a reputed institute preferred 8 years of experience preferably in a multinational organisation with cross-cultural exposure Proven experience supervising teams in a professional services environment with a strong focus on service delivery and performance management Prior experience supporting senior leadership including minute-taking presentation creation and managing Excel-based reports Project or programme management experience is desirable coaching will be provided if needed Leadership Stakeholder Management Strong stakeholder management skills with the ability to influence and challenge at all levels Comfortable working across international regional and local contexts Structured and strategic approach to balancing long- medium- and short-term team priorities Strong organisational and delegation skills Communication Collaboration Flexible and effective communicator-both verbal and written Maintains regular and transparent communication with managers and colleagues Approachable helpful and adaptable in a dynamic team environment Analytical Problem Solving Strong analytical skills with the ability to gather interpret and present data insights Excellent problem-solving ability capable of breaking down complex issues and identifying solutions Makes sound decisions based on available information or guidance Proactively identifies opportunities to improve service quality based on stakeholder feedback Work Ethic Professionalism Demonstrates resilience and the ability to manage competing deadlines under pressure Quick learner with a proactive results-driven mindset Able to manage workload independently and as part of a team Exceptional attention to detail in all tasks and deliverables Confident handling new and unfamiliar situations How we will support you From your first day with us you will have varied opportunities to continuously grow and development your skills and knowledge From formal training informal coaching and mentoring through to skills-based and technical training and on the job learning 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