Executive Assistant - Disputes

Job descriptionA&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 diversity, equity and inclusion 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.ContextIn a collaborative team environment, provide high-level administrative and legal practice support to a Partner, Co-Chair of the Global Executive Committee and Board, and U.S. Chair based in the New York office. This role operates within a two-person team structure to ensure consistent, top-quality coverage during extended business hours. The assistant will work closely with and take direction from the lead Executive Assistant on the assignment.Role and Responsibilities Answer and screen calls promptly, taking accurate messages and conveying them with the appropriate level of urgency.Handle complex and dynamic scheduling, including coordinating internal and external meetings across multiple time zones. Anticipate scheduling conflicts and proactively propose solutions.Coordinate detailed domestic and international travel itineraries, including booking flights, hotels, car services, and handling last-minute changes efficiently.Manage a wide range of administrative tasks, such as arranging conference calls, preparing materials for meetings, and maintaining contact lists and organized paper and electronic filing systems. Handle miscellaneous tasks such as photocopying, scanning, and printing.Prepare, review, and enter detailed time entries into Intapp Time to ensure accurate and timely billing.Create, edit, format, and proofread complex documents, including letters, memos, presentations, and spreadsheets using Microsoft Word, PowerPoint, and Excel. Leverage tools like iManage and Change-Pro to manage revisions and ensure accuracy. Draft routine correspondence and emails as required.Prepare and submit weekly expense reports using Concur. Track reimbursements and resolve any issues that arise.Assist in planning and executing internal meetings and client-focused business development, marketing, and social events. Coordinate logistics and handle any follow-up tasks.May assist Partner with personal tasks, including maintaining personal files, updating personal contacts, and managing personal appointments.Other duties and responsibilities as assigned.Key RequirementsKnowledge, Skills & AttributesExcellent client service and verbal and written communication skills.Strong attention to detail and a commitment to accuracy.Advanced proficiency with MS Word, Excel, PowerPoint, iManage, Outlook, Interaction, Intapp Time, and Concur.Ability to prioritize and manage multiple concurrent tasks timely and efficiently.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 matters.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.Ability to influence and collaborate effectively without direct authority.Aptitude for learning and mastering new technology using online training tools and resources.Education and ExperienceRequired:Minimum of 10 years of high-level administrative experience, preferably in a legal environmentPreferred: 4-year college degree or equivalent.Experience supporting law firm partners or executives, managing complex schedules, and handling sensitive matters with discretion.Familiarity with the practices and expectations of a large global law firm or professional services organization.Physical Activity & Additional RequirementsFlexibility to work outside standard business hours as needed, including mornings, evenings, and weekends, to accommodate business demands.Regular attendance at the 599 Lexington Avenue location is required.Ability to lift and carry items weighing up to 15 pounds as part of routine responsibilities.Additional information - ExternalFor individuals assigned to or hired for this opportunity in New York, the annualized base salary range for this position is $111,500 to $138,000. The actual base salary offered will depend on the overall qualifications of the individual applicant for the position and other job-related factors permitted by law.A&O Shearman is an equal opportunity employer. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. It is A&O Shearman's policy to ensure equal employment opportunity for all individuals, without discrimination or harassment on the basis of race, creed, color, religion, sex, age, national origin, citizenship status or alienage, disability, pregnancy or related medical issue, military or qualified veteran status, familial status, marital status, partnership status, sexual orientation, gender, including gender identity, gender expression or transition status, genetic predisposition or carrier status, status as a victim of domestic violence, stalking andor sex offenses, sexual and reproductive health decisions, unemployment status, or any other basis protected by applicable federal, state and local laws. 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 or call +1 212 610 6300 and ask for HR Transactions.

Created: 2025-02-23