Executive Assistant Hybrid

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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.

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.

This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; 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.
• Leveraging the Firm’s Travel Department while overseeing all aspects of travel planning, logistics, details and execution, to attorney’s preferences, aiming to be efficient with the attorney’s time during business trips, and keeping client-related components of business trips at the forefront.
• 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 preparation of background materials and due diligence for meetings to ensure attorney is prepared for meetings, events and interactions.
• 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. Effectively manage communications with high-level internal and external constituents.
• Process Matter Opening Forms promptly, ensuring timely follow up and assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters opened.
• Contribute to success of 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 those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response.
• Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes.
• Work in conjunction with Firm’s Business Center to…