Senior Legal Practice & Operations Assistant

A&O Shearman; California (MO); On-site; USD 115,000 - 130,000; Full time

Job summary

A&O Shearman seeks an experienced executive assistant/secretarial professional to support partners in our California offices. You will maintain calendars, coordinate meetings, manage emails and calls, and plan comprehensive travel programs with a focus on accuracy and efficiency.

Role includes billing support, client documentation, and collaboration with business development. On-site four days weekly; strong organizational skills required.

Qualifications

• Minimum of 15 years of secretarial experience at a global firm.
• Experience in Corporate Mergers and Acquisitions or Technology Transactions.
• Bachelor's degree preferred.
• CRM and marketing experience preferred.
• Proficient with Microsoft 365 and Office products.
• Experience with iManage and 3E Elite preferred.
• On-site four full days per week.
• Strong organizational skills and high accuracy.
• Attention to detail and ability to work professionally.
• Proficiency with AI tools to improve efficiency.

Responsibilities

• Act as concierge for partners – manage daily calendars and schedules.
• Coordinate meetings with all necessary arrangements.
• Ensure attendees arrive on time with documents.
• Screen calls professionally and manage communications.
• Route emails and mail for swift action and follow-up.
• Plan complex travel programs with the firm’s TMC.
• Prepare handover notes for absences and cover fee earners.
• Support matters: file openings, client care, end-of-matter details.
• Prepare client letters, docs, and correspondence.
• Type and format letters, presentations, and reports with dictation.
• Proofread work to high standard; prepare agendas and papers.
• Coordinate invoices and expense claims; understand end-to-end billing.
• Assist with billing, review and revision of invoices.
• Submit expense claims and cross-check with expenses.
• Update Intapp Time and close timesheets; liaise with billing.
• Attend WIP meetings and handle write-offs with billing.
• Edit time narratives in 3E and print billing guides.
• Collaborate with working-capital and credit teams on disbursements.
• Provide leadership administrative support.
• Assist co-managing partner of California offices.
• Support special projects with senior management.
• Coordinate small and large client events with BD team.
• Assist attorneys with business development and client relations.
• Maintain Dynamics records and events calendar; liaise with fee earners.
• Monitor client contacts and birthdays; build client relationships.
• Keep A&O databases up to date (EPiC, CVs, A&O.com).
• Undertake client/lead research and briefing packs.

Skills

Calendar management

Meeting coordination

Email management

Travel planning

Billing support

Client relations

Microsoft 365

iManage

3E Elite

AI tools

Education

Bachelor's degree

Tools

Microsoft 365

iManage

3E Elite

Job description

A&O Shearman seeks an experienced executive assistant/secretarial professional to support partners in our California offices. You will maintain calendars, coordinate meetings, manage emails and calls, and plan comprehensive travel programs with a focus on accuracy and efficiency.

Role includes billing support, client documentation, and collaboration with business development. On-site four days weekly; strong organizational skills required.