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 diversity, equity and inclusion 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.
DEPARTMENT PURPOSE AND STRUCTURE
With a deep bench, our U.S. litigation practice provides clients with a full-service offering counselling on matters, including complex commercial disputes, financial institutions litigation, regulatory and white-collar defense, antitrust, internal investigations and special investigations for boards, securities litigation, corruption investigations and litigation related to issues of regulatory compliance, intellectual property and professional liability.
ROLE PURPOSE
The Legal PA - Litigation role is a fantastic opportunity to gain global experience working for one of the largest law firms in the world. The Legal PA will Provide administrative and secretarial support to Litigation partners, associates, and other legal and business services staff in the Austin office.
KEY PURPOSE
Litigation Partners and Associates
Legal and Business Services Staff
JOB DESCRIPTION
ROLE AND RESPONSIBILITIES
General PA Duties
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
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
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
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
Understand and appreciate key client contacts and build relationships with PAs at key clients
Ensure A&O databases are kept up to date
Undertake research on clients or potential clients, including putting together briefing packs as and when required
KEY REQUIREMENTS
Minimum of 5 years of experience in a secretarial position at a global firm
Experience in Litigation preferred
Familiarity with Federal and Texas State Court rules and ability to support attorneys with court filings
High school diploma or equivalent required
Bachelor's degree preferred
Good working knowledge of Microsoft 365
Experience with iManage and 3E Elite preferred
Ability to work on-site 3 days/week, ensure flexibility around contracted working hours
Ability to master new technology using on-line training tools
Maintain tact and diplomacy, trust and confidentiality
Exhibit strong professional communication skills
Equal Employment Opportunity
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 and/or 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 US-HRTransactions@aoshearman.com or call +1 212 610 6300 and ask for HR Transactions.
