Executive Assistant (US Shifts), Hybrid

Job Overview

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 career experience so far

Qualifications & Experience

• Bachelors degree required; Masters/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 communicatorboth 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.

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

About the Firm

As a global law firm our work spans jurisdictions, cultures, and languages and so do our people.

Our culture is collaborative and inclusive where diverse perspectives are recognised and valued. Where performing to your highest ability, unlocks equal access to opportunities to learn, thrive and grow.

We combine deep legal expertise and commercial intelligence to grow, transform, protect, and defend our clients' businesses, across every critical moment.

We operate in the sectors and regions that matter to our clients. With forward-thinking insights and innovative, tech-enabled solutions that combine deep knowledge of their sectors and markets.

Youll build connections and work with colleagues as one global team. Youll unlock opportunities for clients, across borders, cultures, legal and commercial disciplines.

Join us to work with colleagues as one global team empowering each other to be exceptional and create advantage for our clients.

Our India team is a well-established and integral part of the firms global operations, delivering high-value support across a wide spectrum of functions. With over 800 business professionals based in Gurugram and Hyderabad, we’ve been driving operational excellence and innovation for more than 15 years.

We contribute to global success in areas such as Information Technology, Finance, Human Resources, Risk & Compliance, Legal Support, Research & Knowledge, Document Production, Virtual Executive Assistance, Programme Management, Client & Market Development, and Continuous Improvement.

Equal opportunities

At Clifford Chance, we forge an inclusive culture, where diverse perspectives are recognised and valued. It’s a culture where everyone has equal access to opportunities to thrive and succeed. We are guided by our values-based Code, which sets high standards of conduct and has a principle focused on being inclusive.

We comply with the law and regulations in every location where we operate and we are committed to delivering fair and equal access to all applicants and employees irrespective of background. This applies across all aspects of employment from recruitment and selection to development, progression, and day-to-day working life.

Our global network of affinity, faith and support groups are open to all. These communities help to create an environment where everyone at the firm can feel they belong and can reach their full potential.

Find out more about our inclusive culture here

Team

Virtual Assistant (VA) Team, Global Business Support (GBS)

Work pattern

Primarily US hours Monday to Friday, however, flexibility will be required as needed by the business.

APAC hours: 07:00 – 15:30IST
ME hours: 10:30 – 19:00IST
CE hours: 12:30 – 21:00IST
UK hours: 13:30 – 22:00IST
US hours: 18:00 – 02:30*IST

Reports to

Operations Lead, , Virtual Assistant Team

Career band/role type

Senior CoordinatorRole & responsibilities

Preferred candidate profile