Executive Assistant

Position Details:
The EA will partner with business leaders across the firm to provide high level EA support to Lawyers and Senior Leadership team members, as requested. A standalone role with our Sao Paulo office, this role will also incorporate receptionist responsibilities and provide the opportunity to work closely and in collaboration with the local Office Manager to assist with daily operational matters.

Qualified individuals will be highly organized, possess advanced level computer skills and be well versed in supporting attorneys across time zones. The qualified person for this role, should be prepared to work autonomously, be a team player and able to work in a fast-paced environment. All responsibilities should be carried out in accordance with firm protocols, policies and procedures and best practices.

Supervisor:
Local Office Manager

Primary Responsibilities:
Executive Assistance:

- Project management to Partner(s) and a C-Level Executive in both business activities and personal matters.
- Extensive diary management (via Outlook) including scheduling all meetings, engagements, zoom video and conference calls, travel, board meetings, conferences across multiple time zones.
- Takes ownership of ensuring their respective Partner time is recorded diligently and accurately and work with the relevant teams to ensure the same.
- Provide support to Partner to fulfil key firm requirements such as client invoicing by working in conjunction with billing to ensure invoicing deadlines are met.
- Managing the flow of meeting invitations, prioritizing and managing frequent changes, ensuring awareness of time zones.
- Manage complex global travel arrangements and logistics, to include booking flights, hotels, local transfers, restaurants and hotels in conjunction with the travel team and in line with our travel policy.
- Assists in planning of Business Development (BD) meetings, events, conferences, dinners etc.
- Works with our CRM Administrator to ensure all contacts and marketing preferences are correctly logged.
- Provide EA cover to Attorneys and key personnel across the business as required.
- Perform other related tasks as deemed necessary by Partners and Senior Business Leaders.
- Work with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.

Reception & Office Services:

- Provide front of house coverage, including, but not limited to, meeting and greeting all clients in a professional and courteous manner, management of all incoming calls, organizing conference room booking requests, catering and IT requirements. In addition to preparation and break down pre
- and post-use of all conference rooms.
- Make all arrangements for visiting staff including access to office, prior identification of workspace, access to phones and any IT requirements. Coordinate service/security calls with building management.
- Coordinate with third party vendors to arrange copying, custom reprographics/binding, messenger and/or local courier services.
- Manage, distribute and log all incoming correspondence to the Sao Paulo office.
- In conjunction with local Office Manager ensure that all stationery and pantry supplies are restocked as required and ensure sufficient stocks of office and pantry supplies whilst remaining within defined budget guidelines.
- Organizes programs, events, meetings or conferences by arranging facilities and caterers, creating and issuing meeting materials or invitations, as required.
- In conjunction with local Office Manager and the IT team, manage office technology needs, liaising with IT to identify and address any IT issues.
- Work with the local Office Manager to manage office service requests, intra-office moves, space utilization and planning.
- In conjunction with local Office Manager establish relationships with vendors, monitor vendor performance and negotiate and monitor contracts, as required.
- Assist with office events liaising with appropriate teams, including HR, BD and PD.
- Perform other related tasks as deemed necessary by management.

**Requirements**:

- Minimum of 5 years of experience in an EA/Receptionist role.
- Understanding of Legal Secretarial responsibilities and tasks are essential.
- Bi-lingual [English/Portuguese]
- Professional Services and / or Law firm experience is essential.
- Advanced working knowledge of Microsoft Office to include, Word, Excel and PowerPoint are essential.
- Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
- Ability to plan, organize and carry out multiple related activities.
- Ability to work under tight deadlines and multi-task with detailed responsibilities for various aspects of the firm’s work.
- Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards,