Executive Assistant (US Shifts Hybrid)

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 Operations Lead, 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. What you will do 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, an