Executive Assistant & Office Coordinator

About the role

Reed Smith is seeking a highly organized Executive Assistant & Office Coordinator to provide high‑level administrative support to partners and senior attorneys while overseeing daily office operations. This position is essential for maintaining the efficiency and professionalism of the firm’s legal environment.

Key responsibilities

• Manage complex calendars, schedule meetings, court dates and deadlines for attorneys.
• Prepare, edit and proofread legal correspondence, memoranda and presentations.
• Coordinate travel arrangements and create detailed itineraries.
• Handle confidential information with discretion and act as liaison between attorneys, clients and court personnel.
• Assist with billing processes using 3E, prepare bill narratives, financial edits and track client‑specific rates.
• Issue cheques, record time for fee earners and respond to fee‑related queries.
• Oversee office supplies, vendor relationships, onboarding/off‑boarding and facilities maintenance.
• Support internal meetings, firm events, trainings and records management.

Required profile

• Professional, discreet and proactive with a strong work ethic.
• Excellent oral and written communication skills.
• Ability to liaise with partners, staff and clients and manage stressful situations calmly.
• Strong prioritisation, problem‑solving and collaboration with virtual teams across time zones.

Required skills

• 3E billing software