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Legal PA - NY - ICM
New York, NY
Job Description
A&O Shearman is a new global industry-leading law firm, with 48 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.
General PA Duties - PA support, calendar management, management of calls, emails and mail etc.
Document Support - Preparation of client documentation and correspondence
Finance - Coordination and preparation of invoices and all expense claims
Business Development
Key requirements
Who we are looking for
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.
General PA Duties - PA support, calendar management, management of calls, emails and mail etc.
- Act as concierge for partner - Daily maintenance of calendar events and organization of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
- Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
- Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
- Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
- Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
- Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with the firm's designated travel management company
- Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
- Deal/Matter Support - Coordination of file opening, client care, and end of matter details
Document Support - Preparation of client documentation and correspondence
- Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
- Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
- Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
Finance - Coordination and preparation of invoices and all expense claims
- Demonstrate an understanding of the end-to-end billing process
- Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against credit card expenditure if appropriate
- Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
- Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
- Edit time narratives within 3E
- Use 3E to view time on matters and print billing guides for partner/matter manager review
- Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing
Business Development
- Coordinate/organize small client events and ensure all details, post-event, are followed up or liaise with Business Development team to coordinate larger client events
- Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
- Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
- Understand and appreciate key client contacts and build relationships with PAs at key clients
- Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com
- Undertake research on clients or potential clients, including putting together briefing packs as and when required
Key requirements
- Minimum of 15 years of experience in a secretarial position at a global firm
- Experience in International Capital Markets and/or Regulatory preferred
- Bachelor's degree preferred
- Good working knowledge of MS 2016 Word, Excel, PowerPoint and Outlook
- Experience with iManage and 3E Elite preferred
- Flexible schedule
- Ability to work on-site 3 days/week
- Strong organizational skills required
- High accuracy rate and strong attention to detail
Who we are looking for
- Show a proactive approach to tasks and situations
- Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
- Maintain tact and diplomacy, trust and confidentiality
- Exhibit strong professional communication skills, both oral and written
- Build successful relationships with fee earners to identify individual requirements
- Have an enthusiastic approach to change and adapt to an ever-evolving role
- Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
- Take responsibility with regard to team-building and providing a supportive environment to colleagues
- Take responsibility for ensuring personal development and IT skills are maintained and improved
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
15+ years
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