Executive 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, U.S. 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 optimize 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.

Job description

Context

The executive assistant (EA) role provides high-level administrative and legal practice support to the Co-Chair of the firm’s global executive committee and board, and U.S. chair, based in the New York office. This role operates within a highly collaborative two-person EA team structure, in close working coordination with our broader regional and global executive teams, to ensure consistent, high-caliber coverage and support for the executive’s legal practice and firm leadership roles. The EA role requires exceptional collaboration, interpersonal, organizational, and time management skills, strong verbal and written communication ability, and outstanding precision and attention to detail. In a dynamic environment, the EA will regularly interface with clients and lawyers and business professionals at all levels of the firm’s legal and business team departments globally.

Role and responsibilities

Key responsibilities

• Handle complex and dynamic scheduling, including coordination of internal and external meetings across multiple time zones. Anticipate scheduling conflicts and proactively propose and execute solutions.

• Review and support the management of high-volume email, including, for example, drafting responses and identifying, prioritizing and elevating time-sensitive and important communications requiring prompt attention.

• Manage complex domestic and international travel and event itineraries, including arrangement of flights, hotels, and car services.

• Manage a wide range of administrative tasks, such as taking calls and conveying accurate messages, arranging conference calls, coordinating meeting spaces and logistics, preparing briefing materials for meetings, and maintaining contacts. Handle miscellaneous tasks such as photocopying, scanning, and printing.

• Draft routine correspondence and create, edit, format, and proofread complex documents, including letters, memos, presentations, and spreadsheets using Microsoft Word, PowerPoint, and Excel. Leverage tools such as iManage and Change-Pro to manage revisions and ensure accuracy.

• Assist in planning and executing internal meetings and client-focused business development, marketing, and social meetings and events.

• Prepare and submit weekly expense reports using Concur as needed.

• Prepare, review, and enter detailed time entries into Intapp Time as needed.

• May assist executive with personal tasks, including maintaining personal files, updating personal contacts, and managing personal appointments.

• Proactively identify process improvement opportunities and implement practical solutions that increase efficiency and enhance overall executive and team operation.

Key requirements

Knowledge, skills & attributes

• Excellent client service and verbal and written communication skills.

• Expertise in complex calendar management, including prioritization, scheduling across multiple time zones and resolving conflicts.

• Strong interpersonal skills, with the ability to work effectively and flexibly with colleagues at all levels.

• Strong attention to detail and a commitment to accuracy.

• Appropriately prioritizes and manages time across multiple concurrent tasks.

• Capacity to remain calm and clear-headed under pressure in a fast-paced and demanding environment.

• Ability to exercise judgment, diplomacy and discretion in handling sensitive and confidential matters.

• Ability to influence and collaborate effectively without direct authority.

• Advanced proficiency with MS Word, Excel, PowerPoint, iManage, Outlook, Dynamics, Intapp Time, and Concur.

• Aptitude for learning and mastering new technology using online training tools and resources.

Education & experience

• Required:

  • Minimum of 10 years of high-level executive and administrative experience, preferably in a legal environment.

• Preferred:

  • 4-year college degree or equivalent.

  • Experience supporting law firm partners or executives, managing complex schedules, and handling sensitive matters with discretion.

  • Familiarity with the practices and expectations of a large global law firm or professional services organization.

• Physical activity & additional requirements

  • Flexibility to work in the office up to five days per week and outside standard business hours and weekends as needed, to accommodate business demands.

  • Regular attendance at the 599 Lexington Avenue location is expected, with remote work opportunity permitted at appropriate times.

  • Ability to lift and carry items weighing up to 15 pounds as part of routine responsibilities.

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 New York office. For individuals assigned to or hired for this opportunity in New York, the estimated annualized base salary range for this position is $120,000-$150,000. 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.