Executive Assistant Hybrid

Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long‑standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

This executive assistant role is responsible for providing high‑level, executive and confidential administrative support. The role will deliver value as a central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; and a communicator linking the practice team, clients and the broader organization.

• Specialized legal support leading to exceptional client service.
• Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter‑related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (Zoom links, locations, contact information), often across time zones and multiple busy calendars.
• Liaise with internal and external clients and support services (e.g., IT, Travel, and Office Services as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events and travel.
• Leverage the Firm’s Travel Department while overseeing all aspects of travel planning, logistics, details and execution to match the attorney’s preferences.
• Track all follow‑up requests (meetings, materials, deliverables).
• Approach all client interactions—either in writing, by telephone or in person—with professionalism, discretion and diplomacy, as a representative of the attorney, the practice team and the Firm.
• Prepare and/or disseminate schedules, notifications, agendas, minutes and meeting materials. Proactively prepare or coordinate background materials and due diligence for meetings to ensure the attorney is prepared.
• Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings and memoranda.
• Build and maintain an effective working relationship with personnel at all levels and manage communications with high‑level internal and external constituents.
• Process Matter Opening Forms promptly, ensuring timely follow‑up, assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters opened.
• Contribute to the attorney’s financial and client growth goals.
• Independently prioritize, research and follow up on multiple incoming issues and concerns addressed to the attorney, including sensitive and/or confidential matters; recommend appropriate course of action, referral and/or response.
• Maintain Outlook contacts lists, adding new contacts promptly and keeping information current.
• Work in conjunction with the Firm’s Business Center to ensure prompt processing of all expenses.
• Process timesheets daily, drafting entries and following up as appropriate.
• On‑site responsibilities may include meeting clients professionally, using standard office equipment, maintaining physical files, reviewing jobs for quality assurance and providing support to attorneys outside of team assignments.
• Provide support outside of standard working hours, including during evenings and weekends as needed.
• Additional duties as assigned.
• Corporate tasks as required.
• Westlaw/Research:
  Perform internet research; request UCC lien/litigation/bankruptcy searches; request certified copies of formation documents; file formation documents with various entities.
• Maintain paper and electronic filings; maintain paper files for certain Estate Accounts (for tax filings); retrieve documents from files as…