Stellenbeschreibung

Agency applications will not be considered.

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

Role purpose
As a legal personal assistant, you will provide proactive, high-quality support to a group of lawyers in our Litigation & Investigations or M&A practice, helping to manage demanding matters, transactions and client commitments.

You will join an established, collaborative PA team within a dynamic practice group. You will use Microsoft 365 and approved AI tools responsibly to simplify routine work and focus on high-value support. You do not need to be an AI expert, but you should bring curiosity, sound judgement and a willingness to learn new ways of working.

What you will do
Matter and transaction support

You will support the full matter lifecycle, including matter opening, engagement documentation, conflict and onboarding steps, matter administration, billing preparation and file closure.
You will coordinate documents, deadlines, meetings and follow-up actions so that lawyers and wider matter teams have what they need at the right time.
You will prepare, format, proofread and manage correspondence, reports, presentations, client communications and legal documents with close attention to accuracy and confidentiality.
You will maintain well-structured electronic files, templates and correspondence across current and historic matters, and help teams apply consistent document and knowledge-management practices.
You will work with colleagues from our different business teams (Finance, Business Development, Risk, IT, HR) to move work forward efficiently.

Practice support and coordination

You will manage complex calendars and mailboxes, anticipate clashes and priorities, and help lawyers stay ahead of commitments.
You will organise travel, meetings, conference calls and team activities, and support client events, marketing activities, conferences and workshops when required.
You will prepare and submit expenses; support time recording and help follow up on billing including outstanding invoices.
You will act as a professional and trusted point of contact for calls, emails and correspondence from clients, partners, associates and colleagues across our international network.
You will maintain good relationships with different stakeholders adapting your support to different lawyers' needs and preferences while contributing to consistent team ways of working.
You will support colleagues across the PA team during absences or periods of increased workload.

Technology, AI and continuous improvement

You will use Microsoft 365 and other approved digital tools confidently to organise, communicate, collaborate and produce high-quality work.
You will explore approved AI tools, with appropriate training and guidance, for suitable tasks such as preparing first drafts, summarising and structuring information, and improving routine workflows.
You will pass useful tips to colleagues and help the team improve together.
You will demonstrate openness to change and adapt positively as systems, processes and the PA role continue to evolve.

Who we are looking for

You have a relevant experience in a PA, legal support, project coordination in a fast-paced environment or recently obtained a degree in Office Management, Languages, Business Administration.
You are proficient in English together with strong French or Dutch; knowledge of the other national language is an advantage.
You have a good command of Microsoft Office 365, including Outlook, Word, PowerPoint, Excel and Teams, and genuine interest in learning new digital and AI-enabled tools.
You are quick to adopt new legal technology and supports colleagues in using it.
You like to work in a highly professional and demanding environment.
You communicate clearly and professionally, while respecting data protection, client confidentiality and the sensitive nature of the information you handle.
You demonstrate a flexible approach to your work and possess excellent organisational skills.
You show an ability to work alone or as part of a team.
You remain calm, organised and accurate when priorities shift or deadlines are tight.

What we can offer you

a competitive salary
flexible benefits via a flex income plan (e.g. extra holidays, bike lease, insurances)
full public transport reimbursement and additional commuting allowances
a hybrid working model with homeworking allowance and full IT equipment
meal vouchers of 10€/day
an iPhone with subscription
overtime compensation
extensive learning and development programmes, coaching and language training
a full insurance package:
- comprehensive health coverage including hospitalisation for you and your family
- life, pension, accident and disability insurance
- business travel insurance.

In addition, we offer a work environment designed to support both performance and wellbeing:

We provide a modern, purpose-designed office space, with a mix of collaborative areas and quiet working zones.
We offer technology and infrastructure that support flexible and hybrid working.
We have an in-house café with a barista.
We provide access to a gym and optional personal training.
We organise regular social events and team activities, fostering a strong community culture.
We support flexible and hybrid working arrangements, depending on business needs and team requirements.

Application process
We are committed to creating an inclusive environment where everyone can thrive and welcome applications from all eligible candidates.

We invite you to submit your application via the online tool available on our careers website (www.aoshearman.com/careers). Please note that applications submitted by email will not be considered.

To support your application, kindly upload your CV and cover letter (in English). Only complete application files can be taken into consideration.

As part of our recruitment process, and in order to comply with our legal obligations and internal policies, we require successful candidates to undergo a background screening. The screening also involves providing information on your criminal history through a separate private statement. We will only process information that is necessary and relevant to the position you are applying for. Access to this statement will be strictly limited to the local recruitment officer responsible for your application. Your background screening data will be deleted at the latest six months after receipt. Please see our data privacy notice for more details. If you have any questions, feel free to contact HRBelgium@aoshearman.com.

BEWERBEN