Operations Assistant

Reed Smith LLP • New York, NY • 19min ago

Position summary This role is responsible for providing high-level, confidential administrative and operational support to the global Chair of the Private Equity group ("PE Chair") of the U.S. Corporate Department of Reed Smith. The role supports a high-volume, fast-paced, client-facing practice and requires polished executive communication, strong follow-through, sound judgment, and close collaboration with administrative, business development, project management, billing, and other support team members. Job duties and responsibilities Heavy calendar management. Run PE Chair's calendar and schedule with meticulous attention to detail, including organizing high-volume internal and client meetings and related events, creating invitations with all pertinent details (Zoom links, locations, contact information, attendees, timing notes, and access instructions), liaising across time zones and multiple busy calendars, and maintaining disciplined meeting planning, scheduling, and related logistics. Liaise with internal and external clients, support services (e.g., IT, Travel, Office Services, Business Center resources), shared administrative specialists, and external vendors on behalf of the PE Chair as it pertains to scheduling, meetings, events, travel, and related logistics. Proactively manage the schedule and calendar of the PE Chair with a forward-thinking approach. Exercise judgment as to priorities, use discretion and diplomacy to manage requests for the PE Chair's time, flag conflicts or risks early, confirm direction and completion, and help increase the PE Chair's effectiveness through judicious calendar management and status reports. Organize the PE Chair's activities to ensure high levels of productivity and effectiveness. In doing so, strategically consider the PE Chair's objectives as well as a broad range of internal and external factors, and communicate and collaborate with the PE Chair's other team members. Maintain visibility into open workstreams, manage constantly shifting priorities and competing interests for the PE Chair's time, and adjust decisions and actions accordingly. Run point on PE Chair's domestic and international travel arrangements, coordinating with the Firm's Travel Department while overseeing travel planning, logistics, and details, including PE Chair's preferences, business development campaigns, client meetings, conferences, hotels, car service, itineraries, and related follow-up. Coordinate logistics with international clients, internal stakeholders, service providers, and support teams across multiple time zones. Track and close the loop on all follow-up requests (meetings, materials, deliverables, confirmations, decisions, and open questions) following travel, meetings, and campaign activity. Approach all client and executive interactions, either in writing, by telephone, by video, or in person, with the utmost professionalism, polish, responsiveness, and sound judgment, as a representative of the PE Chair and the Firm. Contribute as an active team member to the PE Chair's support team, working particularly closely with the Senior Manager, Projects & Practice Operations and collaborating with business development, project management, billing, administrative, and other support team members. Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Post information as needed to intranet sites used by the PE Chair's team; carry forward action items as needed and provide timely confirmations, next steps, and reminders to appropriate stakeholders. Process New Business Intake forms promptly, ensuring timely follow-up, assignment, and communication of matter numbers. Maintain an ongoing status list of NBIs and new matters opened. Provide daily action item reports and administrative status updates. Contribute administrative-related items to the weekly report, highlighting the following week's priorities for PE Chair. Must maintain a high level of attention toPE C

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