Three Crowns overview

Three Crowns LLP is a law firm that was founded in 2014 by specialist international arbitration advocates in the belief that international disputes call for focused advice and advocacy. The firm engages primarily in complex, high-value disputes, and counts among its clients many industry leaders and sovereign States. The firm has grown significantly in each of its offices – London, Madrid, Paris, Singapore and Washington DC – and now comprises over 170 people, including 18 partners. Across jurisdictions, it is regarded as a market leader.

The role

The Office Assistant is responsible for providing exceptional organisational and administrative support for the Paris office, working closely with the Office Manager. Strong organizational skills, a professional demeanour, a positive attitude, and team spirit are essential for this role.

Responsibilities will include but are not limited to:

Front of House / Office Operations

• Reception: receive visitors (clients, experts, candidates, students)
• Receive suppliers and accompany them while in our space
• Management of the meeting rooms:
  • Maintenance of the room to our standards (beverages, tidy)
  • Manage the rooms’ calendars, incl. booking
  • Setting up the rooms for specific events + launch VC
• Catering: order and place food for events (lunches, farewell parties)
• Accomodate visitors

Logistics

• Book couriers
• Send/receive/dispatch packages & mail
• Fill paper and change cartridges (+ recycling of old cartridges)
• Internal & external archiving (put away files + maintain log)
• Shredding and recycling of binders and tabs

Assistance with local suppliers:

• Ensure pantries / print room are stocked with supplies and monitor stocks
• Submit orders for supplies, small equipment, and books
• Take delivery of and put away the supplies & snacks
• Manage the 3C Paris Admin inbox

Office operations

• Assisting with internal office moves
• Prepare the desk for new joiners (schedule, swag, useful documentation)
• Bring to the attention of the OM the need for small works (something broken or missing)
• Open and follow work orders with some providers (printing, HVAC)
• Coordination of small works with vendor, following OM’s overview
• Maintain common areas and print room tidy
• Maintain files / tables with information

Assisting the Office Manager on projects and tasks, such as:

• Internal Events: Assisting with the logistics of large office events (retreats, Christmas party, Summer party), and taking initiative of smaller office events (farewell parties)
• BD Events: Assisting as needed on logistics for the business events in liaison with BD (client events, PAW, IBA)
• Assistance with HR projects and BAU protocols
• Office projects: assist with larger works, as needed
• Best practices projects: Assist with documentation under the supervision and guidance of the OM (protocols, data bases)
• Office Operations projects: Assisting with projects such as the archiving project…

When needed:

• Assist the Senior Office Assistant and PA team with printing and other document production
• Other admin tasks as required

Skills and knowledge

• Exceptional organizational and administrative skills.
• Strong interpersonal skills: ability to build good working relationships with colleagues and third parties (suppliers, service providers)
• Bilingual in French and English. Additional language skills are a plus.
• Excellent written and verbal communication skills, and the ability to relate to people at all levels within the Firm.
• Demonstrable experience of dealing with confidential information and always maintaining a high level of integrity.
• Ability to prioritize own workload in order to juggle conflicting demands, process last-minute requests and meet deadlines.
• Experience of working in a busy and pressurized environment; ability to remain calm under pressure.
• Ability to problem-solve independently by using internal resources (archived emails and other documents, resources on the Firm’s Intranet)
• Good judgment and decision-making ability.
• The aptitude to work both independently and collaborate as part of a team.
• Excellent attention to detail.
• Positive attitude with a practical, common-sense approach; adaptable and resilient.
• Excellent understanding of all Microsoft Office applications (Word, Excel…), including strong document production skills
• Willing and able to learn how to use iManage, Adherent and other software as necessary.
• Experience of working in a law firm (preferred) or another professional services environment.
• Flexibility to work overtime when necessary (standard hours are 9:00am to 5:30pm Monday-Thursday and 9:00 am to 5:00pm on Friday)