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 Purpose

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.

Role and Responsibilities

• 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.

Knowledge, Skills & Attributes

• 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 with legal billing and collections.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail, with the ability to prioritize and manage multiple concurrent tasks.
• Ability to work effectively under pressure and maintain a flexible schedule, including availability outside regular business hours when needed.
• Strong calendaring skills, including experience coordinating complex schedules across multiple time zones.
• A high degree of professionalism and strong interpersonal skills, with the ability to work effectively with individuals at all levels across the organization.
• Ability to exercise the highest level of discretion and maintain confidentiality.
• Demonstrated ability to research and analyze diverse data and develop meaningful conclusions and recommendations.
• Ability to create, organize, and maintain corporate minute books.
• Basic knowledge and understanding of the due diligence process.
• Ability to communicate and coordinate with appropriate state and federal agencies regarding filings and inquiries.

Key Requirements

• A minimum of ten years of executive administrative experience is preferred, ideally within a legal environment.
• A four-year college degree or equivalent combination of education and experience is preferred.

Physical Activity / Other Miscellaneous

• Ability to work outside standard business hours when required.
• Ability to work in-person up to five days per week.

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.