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Secretary 6/15/2018

Allen & Overy LLP New York, NY

New York, NY
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


To provide Partners and Associates with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective calendar management; all matters with regard to finance; travel arrangements; communication control (telephone, email and mail); and preparation of complex and often confidential documents and presentations. Shift is 9:30am-5:30pm but candidate should be available to work overtime occasionally if needed.

Minimum of 10 years of experience in a legal administrative assistant role
Bachelor's degree preferred
Good working knowledge of MS Word, Excel, PowerPoint and Outlook
Ability to handle high pressure situations with grace
Ability to handle multiple last minute changes
Ability to multi-task
Strong organizational skills required, must be detail oriented
Positive "can do" attitude
Strong team player
Self-motivated and driven
Good communicator and ability to communicate with Management and partners at all levels
Ability to work Overtime

Key Responsibilities:
Act as concierge for partner - Daily maintenance of calendars and organization of the day-to-day schedule of attorneys, to include the identification and resolution of potential issues
Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with Ultramar Travel, the firm's designated travel management company
Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
Provide Deal/Matter support
Process bills
Manage expenses
Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt attorneys where necessary
Chase missing timesheets
Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing
Coordinate/organize client events

Area of expertise

Allen & Overy is committed to a diverse workplace and does not discriminate on the basis of race, religion, national origin, sexual orientation, marital status, age or disability.