Executive Assistant
Shearman and Sterling

Job Info

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Job Description

Role Summary

Shearman & Sterling is a global business. We rely on a team of dedicated professionals to make one of the world's top law firms run effectively. When you join our business services team, you'll be part of a highly regarded firm with sophisticated, wide-ranging practices, forward thinking business leaders and an extensive global footprint that distinguishes us from our peers.

We are searching for an Executive Assistant who will support our Chief Commercial Officer. This role requires strong interpersonal, organizational, time management skills, and an attention to detail and accuracy. As an Executive Assistant you will also regularly interface with the most senior individuals at the firm and with individuals at all levels of the firm's global offices, departments, and practice groups. Consequently, we are seeking an individual with strong communications skills (verbal and written) and must be personable, professional, and flexible.

Key Responsibilities

• Manage and maintain calendar in Outlook for busy executive.
• Schedule and coordinate internal/external meetings with other high-level executives and partners, coordinate meeting agendas and set up conference calls and meeting space.
• Answer phone calls take accurate messages, forward messages appropriately and keeps track of calls to ensure timely and appropriate response.
• Create, edit, format and proofread letters, memos, and other documents as necessary. May compose routine correspondence and emails, prepare and edit reports, and presentations using Word, Excel, PowerPoint.
• Coordinate, organize and prioritize work to meet heavy volume and deadlines.
• Coordinate domestic and international travel.
• Track expenses and create expense reports.
• Develop and maintain relationships with internal staff and external contacts, providing a high level of service.
• Assist with research using various resources, and handle special projects as needed.
• Facilitate requests and other action items for senior management as directed.
• Assist with conference and event planning as necessary.
• Other duties and responsibilities as assigned.

Knowledge, Skills & Attributes

• Judgment & Discretion: Exhibits sound judgment and the ability to make reasonable decisions in a fast-paced work environment and in the absence of direction; swiftly refers problems/issues to the appropriate person(s) when necessary; and works effectively without constant or direct supervision or guidance. Display high degree of discretion and ability to maintain confidentiality.
• Initiative: Demonstrates the ability to foresee problems and prevent them by taking action; utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs; and seeks clarification when needed.
• Task management: Leverages strong day-to-day organizational skills and attention to detail to balance conflicting priorities, manage workflow, meet deadlines and deliver a flawless work product.
• Adaptability: Demonstrates flexibility and maintains composure and positive demeanor in the face of rapidly changing demands and shifting priorities.
• Client Service: Interacts professionally with clients and associates at all times and promptly responds to requests with accuracy and a courteous demeanor.
• Business Understanding: Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates.
• Time management: Determines the appropriate allocation of time to tasks and assignments.
• Space management: Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.).
• Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills.
• Computer/Technical Skills: Displays proficiency using standard office equipment, e.g. computer, MSOffice Suite, fax, photocopier, scanner, etc. and demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new skills.

Education & Experience

• College degree preferred.
• At least 5-7 years of prior working experience in a mid to large demanding legal or other professional services organization.
• Solid experience supporting high level executive and/or senior management.

Physical Activity/Other Miscellaneous

• Ability to work outside scheduled hours as needed.

Location(s)
New York-599

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