Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.
Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.
This role is responsible for providing high-level, confidential administrative support to the Chief Operating Officer (COO), Chief of Office Services (COS), and Director of Special Projects (DSP).
- Works closely with the Work Allocation Team to monitor productivity of Counsel, Associates and Paraprofessionals. Works with all timekeepers to ensure compliance with firm policies on timekeeping. Monitors Financial Intelligence Unit (FIU) Utilization Dashboard and summarizes issues or concerns for IGLs and VCs and Work Allocation team as required.
- Works with partners to ensure that Associate and Paraprofessional evaluations are completed and delivered on schedule. Works with Human Resources (HR) and Reed Smith University/Learning & Development (RSU) to monitor and encourage regular and timely use of available feedback tools and mechanisms. Provides logistical assistance to RSU as required during Associate and Paraprofessional evaluation process
- Works with the OUS Professional Support Lawyer (PSL) and Work Allocation Team to ensure proper deployment of Paraprofessional and Other Timekeeper resources.
- Prepares initial drafts of business justification memoranda, including financial justification, for proposed searches and hiring of lateral Associates, Paraprofessionals and Other Timekeepers.
- Assists partners, IGLs and/or VCs in preparation of proposals to Department Management for secondments to FIG clients or of FIG personnel.
- Assists in the development of the Practice Group strategy and business planning. Coordinates process of preparation of individual business plans by attorneys as directed by the IGLs
- Works with Legal Operations and FIU to coordinate miscellaneous reports to the IGLs and firm management as required throughout the year.
- Takes a lead role in the staff engagement programme to ensure the culture and spirit of the Group prevails.
- Coordinates with IGLs, VCs and HR in responding to staff enquiries.
- Builds sufficient relations with Partners and Associates and notifies the IGLs of any issues.
- Working with Legal Operations, FIU and other administrative resources, helps IGLs drive improvements in practices, policies and procedures across the Group to conform to the firm’s overall strategic plan and objectives.
- Liaises with other Groups in order to establish and maintain effective and relevant relationships.
- Makes presentations to Trainees, US New Associates and lateral Associates at each intake as part of their training schedule. Coordinates the smooth transition of the Trainee rotation, including communicating list of new Trainees and Associates assigned to the Group, updating the structure chart and contact details, liaising with Facilities and IT.
- Works with the IGLs and HR to ensure UK Summer/Winter Vacation Students are allocated suitable supervisors, and ensures supervisors are advised of schedules and other requirements.
- Works with PSL, RSU and external parties to schedule Associate training programmes and know-how lectures.
- Works with IGLs, VCs, Group Partners and Legal Operations to adhere to FIG budget.
- Supports the IGLs and Marketing Team with FIG Business Development initiatives, including budgeting and obtaining the necessary approvals for expenditure. Assists if required in the coordination of RFP responses.
- Works with HR to prepare for the arrival of new attorneys, Paraprofessionals and Other Timekeepers to ensure they are orientated with the FIG procedures.
- Assists with logistical issues around the departure of attorneys from the firm.
- Assists Operations to ensure practice administrative support operates efficiently.
- Assists HR with arranging interviews for lateral attorney candidates.
- Promotes support staff development and training. Assists HR with secretarial staff appraisal process.
- Organises FIG meetings, including room and technical requirements among firm’s various offices. Maintains meeting notes and follows up on action items.
- Liaises with Marketing Department to maintain content of FIG home page on firm’s intranet. Responsible for the periodic updating of Practice Group information including Practice Group meeting schedule, events page, Practice Group on-line forms and Practice Group personnel list on firm intranet. Suggests and implements additions, corrections and enhancements to the Practice Group page.
- Facilitates in-group communication through various channels.
- Liaises with HR to ensure renewal of jurisdictional certification certificates and requirements for FIG members.
- Represents the organisation in our Corporate Social Responsibility initiatives and activities in the local community
- Assumes additional responsibilities as assigned.
Education: Two years of college or equivalent experience.
Experience: Five years experience in a high-level administrative support or management position. Experience in a law firm or other professional services firm preferred
Skills: Extensive knowledge of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring function. Ability to handle confidential and sensitive matters professionally and with discretion. Excellent communication and interpersonal skills, as well as the ability to work with individuals at all organizational levels. Excellent writing, organizational, problem-solving and analytical skills. Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations. Good decision maker and proven ability to manage time, people, and resources in order to meet deadlines. Demonstrated ability to take initiative, manage projects and handle multiple, competing priorities. Flexibility and ability to adapt to constantly changing priorities.
Supervisory Responsibilities: None
Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.
Typical Physical Demands: Manual dexterity sufficient to operate standard office equipment.
Typical Mental Demands: Able to work effectively in a fast paced environment. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.
Working Conditions: Works in typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule.
Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.
Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.
Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.
Qualified candidates only. No search firms