Client Services 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 Department Purpose
The Client Services Assistant is responsible for providing on the ground, backup support to our San Francisco office and aid in daily operations with an emphasis on Back of House functions. As a Client Services Assistant, this role acts a firm ambassador, the voice and image of our firm, the first person that visitors and employees see when they enter our office. They ensure that the office runs as smoothly and efficiently as possible, assisting with Front of House duties, conference room setup, AV support, mailroom, duplicating, catering, event planning, and car service coordination. Responsibilities include processing invoices, managing budgets, handling projects, purchasing supplies, office-wide communications, social functions and receptions. While this role will be based out of the San Francisco office, the Office Assistant will travel to the Silicon Valley office to cover absences when needed. This role requires an on-site presence 5 days/week.

Role and Responsibilities

Back of House Functions

• Set up and breakdown of food and beverages in conference rooms
• Cleaning and disinfection of conference rooms after meetings have concluded
• Maintain internal pantries and execute services including cleaning and disinfection, product stocking, rotation and upkeep of beverage - equipment
• Coordinate facilities repairs with relevant vendors and/or property management
• Cleans, refills toner, and maintains in good working condition all office equipment machines (i.e., copy machines, etc.) Reorder supplies and pantry items when they are low.
• Refills paper in all copiers and printers
• Copies, binds, laminates, etc. all documents, case files or other materials as requested, striving to maintain a consistent, high level of quality
• Sends, receives and processes documents by scanning them; makes sure they are delivered to recipients in timely fashion.
• Perform such other responsibilities, as may be assigned from time to time.

Front of House Functions

• Schedule appointments and events including car services
• Greet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach
• Handling calls, screening and directing calls to the appropriate persons, when necessary
• Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Data entry, booking working spaces and keeping spreadsheets of health questionnaires related to Covid-19, when necessary
• Schedule meeting rooms, ensuring that each conference room has the necessary supplies, beverages, video conferencing, etc. prior to the client meeting
• Client meetings assistance such as copying/scanning, client interaction and team support
• Set up visitor offices as well as assist with their requests such as booking restaurants, cars, etc.
• Perform such other responsibilities, as may be assigned from time to time.

Office Administration Functions

• Monitoring of floor environment of the office (i.e. file allocation, maintenance/condition of desks and work areas, etc.)
• Assist with onboarding new hires (e.g., ensure IT is set up and otherwise prepare office space for new hires)
• Coordination with office-related vendors
• Coordinate internal and external events
• Supervise cleaning crew and cleanliness of office space
• Perform such other responsibilities, as may be assigned from time to time.

Audion Video Support

• Assist in booking virtual meetings for internal and external clients
• Perform tests in advance of scheduled meetings
• Provide technical support for teleconferences and webinars
• Perform such other responsibilities, as may be assigned from time to time.

Key Requirements

Business Acumen and Skills:

• Understanding of business processes
• Demonstrates a superior client orientation
• Demonstrates cross-functional expertise and the ability to thrive in a highly complex environment
• Actively seek innovative ways to improve processes and client experience

Communication Skills:

• Ability to effectively communicate with executive management, partners, clients, employees, and business partners
• Ability to communicate effectively in a multicultural, multinational environment and mobilize cross-functional high- performance team
• Excellent verbal communication skills
• Excellent written communication skills
• Ability to effectively collaborate with others to reach mutually agreeable outcomes

Analytical Skills:

• Ability to identify key data sources and utilize data driven insights to effectively improve business decisions and operations
• Ability to effectively diagnose and troubleshoot issues that may arise

Behavioral Traits:

• Demonstrates the capacity to manage changing priorities and ambiguity while remaining calm and controlled.
• Demonstrate poise and grace under pressure
• Communicates a “can do” attitude and positive outlook, minimizing negative behaviors
• Professional image with the ability to form good partner relationships across functions
• Demonstrates initiative and resourcefulness
• Demonstrates strong attention to detail

Team and Independent Worker:

• Dedicated to the success of peers and demonstrated willingness to train/mentor
• Ability to build relationships and work well across functions
• Experience in a collaborative team environment, delegating workload and responsibilities

Time & Project Management:

• Effective time management skills and ability to meet deadlines

General Skills:

• Interpersonal skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint)

Education & Experience:

• Bachelor’s Degree
• 2-5 years of experience working in Office Services or Facilities
• Law firm or professional services experience

Physical Activity/Other Miscellaneous

• Ability to be on-site 5-days a week
• Work outside standard business hours, including weekends, as necessary
• Must be able to travel to other offices within the US, as needed

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 San Francisco office. For individuals assigned to or hired for this opportunity in Francisco, the estimated annualized base salary range for this position is $68,000-$82,000. 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.

Benefits offered to eligible employees include the following:

• Medical Coverage
• Family Building Assistance Program
• Healthcare Concierge Services
• Dental Coverage
• Dental Coverage
• Vision Coverage
• Health Care Flexible Spending Accounts
• Health Savings Account
• Dependent Care Flexible Spending Account
• Transit and Parking Commuter Benefits Accounts
• Long Term Disability Insurance
• Life Insurance
• Accidental Death & Dismemberment Insurance
• Legal Services
• Identity Theft Protection
• Personal Excess Liability Insurance
• Pet Insurance
• Retirement Savings
• Individual Assistance Program
• Developmental Assistance Program for Parents and Caregivers
• Bright Horizons Care Advantage Program
• Lactation Benefits
• Student Loan Refinancing
• Private Banking Program