Executive Assistant

About the role

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. Based in London, the Executive Assistant will be responsible for providing 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. The Executive Assistant will 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: Essential functions include those set forth below, other duties may be assigned. Regular attendance is an essential function of the job, overtime is expected as dictated by business need, including evening and weekends. 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 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 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

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