Executive assistant

Apply Job ID 10804BR Location New York, New York Job Family Business teams Practice Area Central management Job Type Permanent Working Arrangement Hybrid 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, U.S. 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 optimize 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. Job Description Context The executive assistant (EA) role provides high-level administrative and legal practice support to the Co-Chair of the firm’s global executive committee and board, and U.S. chair, based in the New York office. This role operates within a highly collaborative two-person EA team structure, in close working coordination with our broader regional and global executive teams, to ensure consistent, high-caliber coverage and support for the executive’s legal practice and firm leadership roles. The EA role requires exceptional collaboration, interpersonal, organizational, and time management skills, strong verbal and written communication ability, and outstanding precision and attention to detail. In a dynamic environment, the EA will regularly interface with clients and lawyers and business professionals at all levels of the firm’s legal and business team departments globally. Role and responsibilities Key responsibilities Handle complex and dynamic scheduling, including coordination of internal and external meetings across multiple time zones. Anticipate scheduling conflicts and proactively propose and execute solutions. Review and support the management of high-volume email, including, for example, drafting responses and identifying, prioritizing and elevating time-sensitive and important communications requiring prompt attention. Manage complex domestic and international travel and event itineraries, including arrangement of flights, hotels, and car services. Manage a wide range of administrative tasks, such as taking calls and conveying accurate messages, arranging conference calls, coordinating meeting spaces and logistics, preparing briefing materials for meetings, and maintaining contacts. Handle miscellaneous tasks such as photocopying, scanning, and printing. Draft routine correspondence and create, edit, format, and proofread complex documents, including letters, memos, presentations, and spreadsheets using Microsoft Word, PowerPoint, and Excel. Leverage tools such as iManage and Change-Pro to manage revisions and ensure accuracy. Assist in planning and executing internal meetings and client-focused business development, marketing, and social meetings and events. Prepare and submit weekly expense reports using Concur as needed. Prepare, review, and enter detailed time entries into Intapp Time as needed. May assist executive with personal tasks, including maintaining personal files, updating personal contacts, and managing personal appointments. Proactively identify process improvement opportunities and implement practical solutions that increase efficiency and enhance overall executive and team operation. Key requirements Knowledge, skills & attributes Excellent client service and verbal and written communication skills. Expertise in complex calendar management, including prioritization, scheduling across multiple time zones and resolving conflicts. Strong interpersonal skills, with the ability to work effectively and flexibly with colleagues at all levels. Strong attention to detail and a commitment to accuracy. Appropriately prioritizes and manages time across multiple concurrent tasks. Capacity to remain calm and clear-headed under pressure in a fast-paced and demanding environment. Ability to exercise judgment, diplomacy and discretion in handling sensitive and confidential ma