Executive Assistant

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.

The Executive Assistant provides administrative and secretarial support to a New York-based Partner in the Compensation, Employment, Pensions & Governance Practice Group who also serves on the Executive Committee and other partners and legal personnel as assigned.

• Answer calls, take accurate messages and route messages by urgency, and follow up to ensure resolution.
• Review partner emails daily, identify required actions, respond as appropriate, and follow up with partner on open items.
• Manage calendars, schedule in-person and virtual meetings across time zones, and prepare meeting materials.
• Coordinate travel arrangements, including transportation, accommodations, itineraries, and related expenses.
• Maintain current contact lists in Outlook and Dynamics.
• Coordinate scheduling and logistics for conference calls and in-person and virtual meetings.
• Maintain paper and electronic files, and handle copying, scanning, faxing, and printing requests.
• Draft, edit, format, and proofread documents using Word, PowerPoint, Excel, iManage, and Litera Compare; prepare correspondence and audit response letters.
• Prepare engagement letters, matter budgets, and special billing arrangements.
• Enter attorney time in InTapp Time, prepare current assignment sheets, and submit weekly expenses through Concur.
• Request conflict checks, open new client matters, and submit required electronic approvals.
• Manage the billing process, including pro formas, time-entry review, partner approval, invoice distribution and tracking, and issue resolution.
• Prepare invoices for partner approval, send approved invoices to clients, and support collections.
• Support marketing events and conferences, client meetings and gifts and holiday card lists.
• Assist with client pitches highlighting firm capabilities, attorney experience, and relevant transactions; update attorney biographies as needed.
• Communicate promptly and professionally with clients, whether in person or by phone, and address routine inquiries.
• Provide backup administrative support to fee earners and business services staff as assigned.
• Assist partner with personal requests, including personal files, contacts, calendars, and related records.
• Perform other duties as assigned to support the practice and office.

• Excellent problem-solving skills and sound judgment, with the ability to resolve issues in accordance with established standards, policies, practices, and procedures.
• Proficiency in Microsoft Office Suite, particularly PowerPoint and Outlook, and virtual communication platforms.
• Substantial experience…