www.clearygottlieb.com

Office Support Assistant

Our Cologne office is looking for a reliable and proactive team member to join our Office Operations team.

In this role, you will be at the heart of daily office operations — from welcoming clients at reception to coordinating travel, events, and administrative processes behind the scenes. No two days are the same, and your ability to stay organized, anticipate needs, and work collaboratively will make a real difference to the team.

Responsibilities:

Administrative Support

  • Travel & Transportation Management: Independently organize and book hotels, train, and flight reservations for attorneys and professional staff, as well as coordinate taxi, chauffeur, and car services
  • Expense & Invoice Processing: Record and process corporate expenses and invoices through the firm’s expense report system
  • Event & Catering Coordination: Under the supervision of the Operation supervisor, plan and coordinate catering arrangements; assist in the organization and execution of firm events, including on-site support on the day of the event
  • Office Administration & Document Management: Handle printing, scanning, faxing, and binding requests; organize physical and electronic filing systems
  • Mail & Courier Services: Manage incoming and outgoing mail, courier deliveries, and hand deliveries
  • Building Access Management: Administer and issue building access cards for staff and visitors
  • Office Supplies Procurement: Order and manage office supplies and materials
  • Safety & Emergency Team: Participate in the firm’s emergency response teams as a certified first aider or floor warden – relevant training will be provided
  • Attorney & Trainee Support: Accurately maintain attorney time entries in the billing system and provide direct administrative support to Stagiaires (trainee lawyers)

Reception & Guest Services

  • Visitor Reception: Provide a professional and welcoming first point of contact for clients, guests, and business partners
  • Telephone Management: Handle and route incoming calls in a professional manner
  • Conference Room & Meeting Management: Coordinate and manage room bookings, ensure meeting rooms and visitor offices are fully prepared and presentable, and set up and provide technical support for videoconferences

The primary responsibilities are set out above. As with all members of the team, the role may occasionally involve assisting other service teams as needed.

Skills and Competencies

Required:

  • Fluent in German (spoken and written); strong professional working proficiency in English
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • High level of attention to detail and accuracy
  • Strong organizational skills with the ability to prioritize tasks and manage competing deadlines
  • Professional and courteous demeanor, both in person and on the telephone
  • Team-oriented mindset — approachable, collaborative, and willing to support colleagues across departments
  • Strict understanding of confidentiality and data privacy in a professional services environment
  • Proactive and solution-oriented approach to problem-solving

Preferred:

  • Familiarity with travel booking platforms, expense management systems, or billing tools
  • Experience with videoconferencing setup and support (e.g., Zoom, Microsoft Teams)
  • First aid certification or willingness to obtain one
  • Proficient in word and good knowledge of excel

Education and Experience

Required:

  • Completed vocational training or equivalent qualification in office management, administration, or hospitality

Preferred:

  • 1–2 years of experience in office operations, reception, or back-office support in a professional environment
  • Prior experience in a law firm or professional services setting is a plus