Legal Practice Assistant

Job description

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 and Responsibilities

General PA Duties

• Act as concierge for partners - Daily maintenance of calendar events and organization of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with the firm's designated travel management company
• Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
• Deal/Matter Support – Coordination of file opening, client care, and end of matter details
  

Document Support - Preparation of client documentation and correspondence

• Type and format letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution

Finance - Coordination and preparation of invoices and all expense claims

• Demonstrate an understanding of the end-to-end billing process
• Assist with billing, review and revision of invoices
• Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against credit card expenditure if appropriate
• Routinely update Intapp Time; complete and close timesheets where appropriate and prompt fee earners where necessary
• Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
• Edit time narratives within 3E
• Use 3E to view time on matters and print billing guides for partner/matter manager review
• Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing

Leadership Administrative Support

• Assist Co-Managing Partner of California Offices
• Support special projects and initiatives in coordination with other members of the firm’s senior management team

Business Development

• Coordinate/organize small client events and ensure all details, post-event, are followed up or liaise with Business Development team to coordinate larger client events
• Assist attorneys with business development efforts and client relationships
• Maintain/update Dynamics experience records and events calendar; liaise with fee earners and Business
• Development to ensure all information is collated
• Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
• Understand and appreciate key client contacts and build relationships with PAs at key clients
• Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com
• Undertake research on clients or potential clients, including putting together briefing packs as and when required

Key Requirements

• Minimum of 15 years of experience in a secretarial position at a global firm
• Experience in Corporate Mergers and Acquisitions or Technology Transactions practice
• Bachelor's degree preferred
• Customer relationship management and marketing experience preferred
• Good working knowledge of Microsoft 365 and all Microsoft Office products (e.g., Word, Excel, PowerPoint)
• Experience with iManage and 3E Elite preferred
• Flexible schedule
• Ability to work on-site 4 full days/week
• Strong organizational skills required
• High accuracy rate and strong attention to detail
• Proficiency in the use of AI tools to create work efficiencies

Who Are We Looking For:

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving
• professionally at all times
• Maintain tact and diplomacy, trust and confidentiality
• Exhibit strong professional communication skills, both oral and written
• Build successful relationships with fee earners to identify individual requirements
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Take responsibility with regard to team building and providing a supportive environment to colleagues
• Take responsibility for ensuring personal development and IT skills are maintained and improved

Equal Employment Opportunity, including Veterans and Disability

A&O Shearman is an equal opportunity employer, including Veterans and Disability. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. This policy applies to all aspects of an individual’s relationship with A&O Shearman, including, without limitation, recruitment, hiring, training and development, promotion, compensation, discipline, termination, and all other terms and conditions of employment.

If you are vision-impaired or have another disability under the Americans with Disabilities Act or similar law and wish to discuss accommodations related to applying for employment at A&O Shearman, please contact US HR Transactions at US-HRTransactions@aoshearman.com or call +1 212 610 6300 and ask for HR Transactions. This role is open to our Silicon Valley office. For individuals assigned to or hired for this opportunity, the estimated annualized base salary range for this position in Silicon Valley is $105,000 - $127,000. The actual base salary offered will depend on the overall qualifications of the individual applicant for the position and other job-related factors permitted by law. We offer a competitive compensation and benefits package which includes a discretionary bonus, paid leave, life, health, accident, and disability insurance; and a 401(k) plan.