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, and managing Excel-based reports.
Project management experience is desirable; coaching will be provided if needed.
Stakeholder Management
Strong stakeholder management skills, with the ability to influence and challenge at all levels.
Comfortable working across international, regional, and local contexts.
Structured and strategic approach to balancing long-, medium-, and short-term team priorities.
Strong organisational and delegation skills.
Communication & Collaboration
Flexible and effective communicator—both verbal and written.
Maintains regular and transparent communication with managers and colleagues.
Approachable, helpful, and adaptable in a dynamic team environment.
Analytical & Problem Solving
Strong analytical skills, with the ability to gather, interpret, and present data insights.
Excellent problem-solving ability; capable of breaking down complex issues and identifying solutions.
Makes sound decisions based on available information or guidance.
Proactively identifies opportunities to improve service quality based on stakeholder feedback.
Work Ethic & Professionalism
Demonstrates resilience and the ability to manage competing deadlines under pressure.
Quick learner with a proactive, results-driven mindset.
Able to manage workload independently and as part of a team.
Exceptional attention to detail in all tasks and deliverables.
Confident handling new and unfamiliar situations.

Employment type
Full-time

Work arrangement
Hybrid