Executive Assistant (US Shifts/Hybrid)

About the role

The Global Business Support (GBS) function provides high-quality support to Clifford Chance offices worldwide through its various teams, including Document Production, Design Studio, Virtual Assistants, and World Firm EAs. As a virtual Executive Assistant (EA) , you will provide dedicated support to allocated GBS stakeholders, assisting with a range of executive and administrative tasks. The role is primarily US hours but requires flexibility, spanning early mornings and afternoons/ afternoons and evenings/ evenings and night. Adjustments to working hours may be expected upon reasonable request. Who you will work with You will report to the Senior Manager, Virtual Assistant (VA) Team , while working collaboratively with colleagues across London, Delhi, Hyderabad, Newcastle, and Warsaw , ensuring a seamless delivery of service across locations. What you will be responsible for You will be responsible for providing comprehensive executive assistance to your assigned stakeholders.

Responsibilities

• As an EA, you will provide executive assistance and support to the allocated Stakeholders, including, and not limited to:
• Inbox Management: Prioritise and streamline email correspondences, keeping the inbox organised and junk-free. File emails systematically to prevent overflow and ensure easy retrieval. Respond on behalf of the stakeholder when required.
• Calendar & Meeting Management: Proactively plan and manage dynamic calendars, resolving scheduling conflicts efficiently. Arrange meeting logistics, including agendas, pre-reads, and coordination. Attend meetings, take minutes, and circulate action points in a timely manner.
• Travel Management: Organise comprehensive travel itineraries, including flights, rail, taxis, hotels, visas, and travel insurance. Ensure calendars are updated with logistical details and maintain structured travel records.
• Expense & Budget Management: Accurately and promptly submit claims (expenses, mileage, etc.) with quick turnaround times. Assist with invoice processing, purchase orders, and budget tracking as required and delegate to Administrative Assistants appropriately.
• Documentation & Data Management: Prepare and maintain accurate documentation, including reports, presentations, and correspondences. Manage document control via iManage and other relevant platforms, ensuring efficient record-keeping.
• Project Coordination: Support stakeholders by researching, compiling, and analysing project data. Draft and review status reports, escalate risks and issues, and monitor project milestones. Make informed decisions independently to meet critical deadlines.
• Confidentiality & Integrity: Maintain the highest level of discretion and professionalism. Adhere to policies, procedures, and regulatory requirements while fostering trust and reliability in stakeholder interactions.
• Collaboration & Team Engagement: Work closely with stakeholders, ensuring seamless communication. Actively contribute to the VA Team in all offices, assist in onboarding new team members, and provide absence cover when needed.
• Ad-Hoc Support: Assist with various ad-hoc tasks, including onboarding new hires, managing distribution lists, organising off-sites and team gatherings, and supporting stakeholder upskilling initiatives
• Your experience
• Qualifications & Experience
• Bachelor's degree required; Master's/MBA from a reputed institute preferred.
• 8+ years of experience, preferably in a multinational organisation with cross-cultural exposure.
• Proven experience supervising teams in a professional services environment, with a strong focus on service delivery and performance management.
• Prior experience supporting senior leadership, including minute-taking, presentation creation, and managing Excel-based reports.
• Project management experience is desirable; coaching will be provided if needed.
• Stakeholder Management
• Strong stakeholder management skills, with the ability to influence and challenge at all levels.
• Comfortable working across international, regional, and local contexts.
• Structured and strategic approach to balancing long-, medium-, and short-term team priorities.
• Strong organisational and delegation skills.
• Communication & Collaboration
• Flexible and effective communicator-both verbal and written.
• Maintains regular and transparent communication with managers and colleagues.
• Approachable, helpful, and adaptable in a dynamic team environment.
• Analytical & Problem Solving
• Strong analytical skills, with the ability to gather, interpret, and present data insights.
• Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.
• Makes sound decisions based on available information or guidance.
• Proactively identifies opportunities to improve service quality based on stakeholder feedback.
• Work Ethic & Professionalism
• Demonstrates resilience and the ability to manage competing deadlines under pressure.
• Quick learner with a proactive, results-driven mindset.
• Able to manage workload inde

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