Our client, a global midtown law firm is seeking an experienced EA/PA for a permanent HYBRID position.
Hours are 9am-5pm-Days on site Tuesday, Wednesday & Thursday, Monday & Friday Remote.
MUST HAVE a minimum of 15 years of experience in a secretarial position at a global firm
Experience in International Capital Markets and/or Regulatory preferred
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