Executive Assistant - Transportation

Job description

**Summary:** Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision. This role will provide comprehensive, high-quality personal, administrative and operational support to dedicated partner(s) and/or practice group. Anticipate, respond to and facilitate the completion of administrative requests related to managing the practice group and their clients with a high level of confidentiality, diplomacy and discretion. Handle a broad range of administrative, project-related and personal tasks with great attention to detail. Ability to multi-task and maintain a high level of organisation; exceedingly flexible. Requires a professional, highly motivated, organised self-starter capable of functioning in a dynamic environment, as well as strong interpersonal and communication skills, a strong sense of initiative and proactivity, and a high degree of flexibility. This role reports to the Secretarial Coordinator. **Responsibilities include:** - Anticipate partners’ needs and support their work driving the business forward; proactively and independently relieve practice group attorneys of administrative tasks to ensure they can focus on critical business matters. - Organise and prioritise workload so as to most efficiently support the practice group as they work to accomplish Firm and client goals; anticipate and identify clients’ and attorneys’ current and future needs and proactively work to meet them without needing to be directed to. - Act as point of contact on behalf of practice group, filtering and managing information flow in a timely and accurate manner. - Manage partners’ priorities to establish deadlines and ensure appropriate daily follow-up across multiple clients and matters. - Screen incoming calls, emails and correspondence; filter inbound requests to prioritise and redirect; respond to requests using own initiative and/or as directed; ensuring timely communicating with clients and colleagues. - Manage the practice group partners’ calendars, scheduling meetings and events, managing corresponding conference room/venue, AV and catering needs. liaising with attendees and tracking confirmations; make changes and adjust, as needed. - Arrange complex and detailed travel plans and itineraries, compiling documents and information in preparation for scheduled meetings and travel; manage local and international transportation and accommodation needs; provide visa support; anticipate all needs and provide ongoing support for changes. - Prepare and process expense reports for reimbursement on an ongoing basis to ensure timely reimbursement and inclusion in client billing process. - Support partners with client billing, working closely with the Accounts team to ensure bills are reviewed, amended and sent to clients in a timely manner. - Organise client entertainment and business development events, as well as practice group meetings and events, ensuring their successful delivery. - Prepare and revise, format and finalise a wide variety of documents, including correspondence and legal materials with heavy amendments and formatting; track changes and work in multiple versions of documents; ensure proofreading, correct formatting and question any inconsistencies in materials; use own initiative to correct and complete documents. - On behalf of the partners, manage the new client/matter intake process for practice group matters, including AML, conflicts, sanctions checks, etc.; track process and intervene as needed to ensure matters are opened in a timely matter. - Prepare and revise marketing and client presentations and deliverables; update CRM database with client contacts and meeting activity; execute client relationship management activities. - Ensure practice group’s time is entered as per Firm guidelines. - Foster professional, cooperative and supportive relationships with peers, attorneys and clients; develop close working partnerships with clients and their assistants to facilitate meeting management; promote and enhance client relationships through availability, responsiveness, problem-solving, accuracy and professionalism. - Interact with other teams and departments to facilitate providing the highest quality support to practice group/partners, including Accounting, Office Services, Business Office, Reprographics, Catering, etc. - Establish and maintain files in compliance with Firm policies, utilising the document management system and liaising with the Records team, as needed. - Manage ad hoc photocopying, printing and scanning, liaising and working with Reprographics team as needed. - Ensure audit letters process is followed to completion in a timely manner when requests are received. - Assist colleagues to ensure secretarial support for non-assigned fee earners is provided, as and when needed. - Other duties as assigned. **Qualifications:** - Critical thinking; ability to exercise independent judgment in order to offer solutions to problems with little to no direction - identifying problems, gathering and analysing information skilfully, and working to resolve issues in a timely manner. - Ability to think independently to make decisions under pressure in a resourceful, innovative manner, when needed. - Must exhibit willingness to assist and ability to take initiative to complete tasks without direction, as appropriate. - Able to interact and communicate with individuals at all levels of the organisation, speaking and writing clearly and professionally. - Must have high level of interpersonal skills; position continually requires demonstrated poise, tact and diplomacy, with a high level of confidentiality and professionalism. - Written communications must be clear, concise, well organised and with error free spelling and grammar; work requires continual attention to detail in composing, typing and proofing; consistently demonstrate accuracy and thoroughness. - Proactive approach with a positive, enthusiastic work ethic; able to use own initiative, working both independently and as a team member; high level of self-motivation and autonomy. - Demonstrated knowledge of a variety of applications in word processing, spreadsheet and presentation software; ability to quickly learn and utilise industry specific computer applications (CMS, iManage, etc.). - Demonstrated ability to juggle competing tasks and demands, establish priorities and meet deadlines; able to work to changing and/or tight deadlines. - Able to readily and easily adapt to changes in the work environment, while maintaining flexibility and composure. - Must be extremely flexible and available to work outside of core working hours on a regular basis, oftentimes with little to no notice; expected to adapt to the needs oft he partners. - Must be comfortable managing and responding quickly to significant inbound email and calendaring volume and to maintain and update calendar systems and task lists on a daily basis. - Friendly and approachable manner; calm and effective under pressure. - Willingness to build and improve skillset. **Experience:** - Years of legal secretarial experience in a US law firm environment, supporting high-performing partners and performing complex administrative tasks and projects. - College diploma preferred. - Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook); styles, templates and numbering tools; Adobe Acrobat; document management systems; comparisons and metadata stripping. - Client management database experience. - The ability to work core business hours of 9:00 am – 5:00 pm, with flexibility for overtime. *Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.* *______* *For technical difficulties with our online application, please contact us at **[staffrecruiting@gibsondunn.com](mailto:staffrecruiting@gibsondunn.com)**. Our recruiting support team will respond as soon as possible.* *______* *Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. We strive to ensure an inclusive and accessible hiring experience. The Firm will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose an undue hardship, in accordance with applicable laws and regulations. If you require a reasonable accommodation to complete an application, participate in an interview, or otherwise take part in the recruitment process, please contact us at [recruiting-accommodations@gibsondunn.com](mailto:recruiting-accommodations@gibsondunn.com).* ***Please note,** this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.*