Sao Paulo Administrative Manager

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world's most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.
We offer exceptional opportunities for our people; opportunities to work for the world's leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.
Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.
What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.
Role Purpose
The Sao Paulo Administrative Manager will support the daily administration and operations of the Sao Paulo office.
Key Relationships
- Sao Paulo Partners
- Sao Paulo Senior Finance Manager
- Sao Paulo Associates and Staff
Role and Responsibilities
- Provide daily administrative support to the Sao Paulo partners and associates.
- Provide facilities management, including general maintenance, contacting service providers, submitting invoices for payment, and controlling costs.
- Manage office inventory and the purchase of office supplies, water, refreshments, pantry materials and miscellaneous items.
- Interface with the IT teams worldwide.
- Schedule meetings and organize meeting rooms for internal and client meetings.
- Coordinate travel arrangements for corporate meetings or events and process expenses.
- Coordinate logistics for any office visitors (organize a visitor office, building access, etc.) and greet visitors upon arrival.
- Scan, copy, type and translate various documents (Portuguese and English).
- Request and organize notary, motoboy, courier and mail services as needed.
- Request marketing material for the New York and London team
- Organize digital folders in iManage and coordinate the physical and digital document archives.
- Prepare and order business cards for Sao Paulo office professionals.
- Facilitate internal and external calls, including filtering of national and international inquiries.
- Coordinate restaurant reservations and organize restaurant events as needed.
- Control and organize electronic calendars, including attention to conflicts and reminders of events, meetings, personal commitments, etc. among others.
- Daily use of text publishing programs, calendars, spreadsheets and database.
- Coordinate paper flow, receiving, and forwarding correspondence.
- Review and prepare reports on an ad hoc basis.
- Open matters and update the matter spreadsheet.
- Add payable accounts in the Elite 3E system and generate billing guides.
- Add expenses for reimbursement in the internal Concur system, as well as medical and personal reimbursements of the Partner/Director.
- Add incoming and outgoing invoices in the financial system.
- Maintain a spreadsheet of payment control, cash control of internal expenses, cash flow, bank reconciliations, accounting closing, preparation of management reports and budget spreadsheets.
- Record attorney hours in the Intapp Time system (Portuguese and English).
- Update the Business Development Log (meetings, referrals, sending of materials and presentations, list of International and Visiting Attorneys, etc.).
- Assist in coordinating various regional marketing initiatives and business development events in collaboration with the partners and Marketing & Business Development department leaders.
- Other duties and responsibilities as assigned.
Key Requirements
- At least 5 years of experience providing administrative or office management support in a legal or professional services environment.
- Excellent problem solving skills, with the ability to resolve issues by using judgement that is consistent with standards, practices, policies and procedures.
- Strong familiarity with Microsoft Office Suite and other virtual communication platforms.
- Excellent written and oral communication skills.
- Strong organization skills and attention to detail, with an ability to prioritize and handle multiple concurrent tasks.
- Strong calendaring skills, with an understanding of complex scheduling that can arise from working across multiple time zones.
- High degree of professionalism and outstanding interpersonal skills, with the capacity to work effectively with and/or manage a variety of people at all levels in all departments.
- Ability to maintain the utmost discretion and confidentiality.
- Flexibility to work outside standa

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