Operations Lead - Virtual Assistant Team

Location: Prakāshamnagar

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.

Job Description

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,…