Fuse PA

**We are currently recruiting for a PA & Team Coorindator to join our Fuse team on a permanent basis.

Department Purpose**
A&O Shearman is committed to being the world's most advanced law firm. Equipping clients to meet the demands of today's changing and challenging environment has prompted our growth into new complementary services.

Through Advanced Delivery & Solutions (AD&S) we provide technology, resourcing and end-to-end solutions. This includes delivering legal services in new and flexible ways, making the most of what legal tech has to offer, and providing specialist consulting and strategic advisory services to build strength and integrity into organisations.

This helps our clients embrace change and overcome the frustration of outdated and inefficient ways of working, enabling them to better manage risk, reduce cost and become more resilient. Ultimately it helps them reinvent their "business as usual" as well as drive change. Whatever the challenges, we can bring together the right combination of skills to tackle them.

Fuse brings together AOS lawyers, clients and a curated cohort of tech companies to explore, develop and implement digital change. Our hub provides a collaborative space where teams can experiment with, develop and test legal and regulatory solutions and deal-related solutions.

Role Purpose
This role provides operational and administrative support to the Fuse Team. The candidate will take a lead in supporting Fuse Management and the wider team, as well members of the Fuse cohort, clients and all users of the tech-space.

The role provides a wide range of business development, communications and administrative support for the team's day-to-day operations.

The position will suit an individual who is adaptable, experienced at managing a high volume of work, with excellent attention to detail, client-oriented collaborative, but can work autonomously and thrives in a new and fast-growing business.

Key relationships

• Head of Fuse
• Fuse Senior Manager
• Fuse Administrator
• Fuse Client Services Assistant
• Fuse Trainee
• AD&S Graduate
• Occupants of the tech-space
• Clients
• Suppliers and visitors to the tech-space
• IT, Business development, business services and other AOS personnel supporting the tech-space

Role & Responsibilities

The key responsibilities of this role include:

Business Development

• Work on client pitches, to include awareness of date for submission to client; liaison with Creative Services and Print room for timely production of documentation
• Manages the presentation tracker document - capturing clients requests, attendees, liaise with the client, Fuse team and Fuse cohort to develop the running order for each presentation
• Coordinate/organise client events and ensure all details, post-event, are followed up
• Execute internal and external marketing campaign, co-ordination of distribution lists, creation of campaign collateral, review of analytics
• Support and co-ordinate the creation and updating of team materials including presentations, newsletters, roadshows and reports
• Demonstrate knowledge of business development materials to provide to the Management Team, fee earners and occupants of the tech-space where appropriate when attending meetings
• Liaise with senior stakeholders across the firm, to organise/provide information and updates/prompts as required to ensure optimal levels of delivery
• Liaise with Partners and staff at all levels within AD&S and wider firm, working closely with senior support staff and other Practice Coordinators/senior LPAs.
• Maintain/update EPiC and other experience/proposal records and events calendar, Monitor contact with key clients and prompt for a call, lunch, or meeting
• Produce Vuture materials

Finance

• Take responsibility for submission of expense claims on behalf of the Management Team and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
• Ensure that all relevant supplier invoices are coded, approved and paid in a timely fashion
• Supports budgeting and reporting, keeps track of department spend against budget

Fuse Team Coordination

• Organise regular Management calls, sending out agendas and minutes and coordinating the distribution of papers
• Liaise with the Management Team on administrative matters
• Work with the Management Team to organise general team connectivity such as team meetings, events and off sites
• Organise cross-group/department meetings and provide support where necessary
• Management of applications and the of the Fuse inbox, responding to queries, or directing queries to the appropriate team, key point of contact for each cohort, drafting of welcome emails, and supporting the Fuse administrator on HR system updates and Vero background checks
• Organise the Fuse cohort selection days; coordinating stakeholders diaries from AOS sponsor partners, cohort applicants and clients, responding to any changes, or requests to reschedule
• Support the onboarding and provide relevant training to joiners in the team including each new Fuse Trainee and AD&S Graduate; ensuring system access to iManage matters, coordination of trainee and graduate mid and end of seat reviews, coordinating any queries and ensuring the handover document is updated
• Supports the Fuse Administrator and Fuse front of house team, to ensure the smooth running of client meetings

Document Support - Preparation of documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution

General PA duties

• Daily maintenance of diary events and organisation of the day-to-day schedule of the Management Team and tech-space, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of the team to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
• Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Update Carpe Diem on a weekly basis on behalf of the Head of Fuse and prompt where necessary
• Preparation of holiday/absence handover notes and liaison with team with regard to covering team absences
• Cover for AD&S Practice Coordinator as required when absent, and coordinating with AD&S coordinators to improve communication across AD&S teams

Due to the evolving nature of the business, there may be tasks in addition to the above, which are required to be undertaken.

Key Requirements

• Proactive approach to tasks and situations
• Positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
• Tact and diplomacy, trust and confidentiality
• Confident and effective communication skills - both written and oral
• Excellent attention to detail and ability to problem solve is essential
• Strong interpersonal skills - with AOS partners and other senior staff within AOS and within client organisations
• Enthusiastic approach to change and adapt to an ever-evolving role, with a focus on process improvement
• Ability to apply sound judgement to manage issues as they arise
• Provision of an exemplary standard of service to clients, whether internal or external
• Flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Take responsibility with regard to team building and providing a supportive environment to colleagues
• Familiarity and compliance with AOS standard operating procedures and any group-specific procedures
• Take responsibility for ensuring personal development is maintained and improved
• Calm under pressure and able to assess and prioritise workload in a deadline-oriented environment
• Knowledge of AOS and its personnel or at least of a major law firm or other professional services/consultancy firm
• Familiarity with the world of start-ups and incubators
• Advanced technology skills, ideally document management software, PowerPoint and other Microsoft Office programmes

*Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.
Our approach to hybrid working seeks to combine and maximise the benefits of effective remote working with the benefits of being in the office. Our current hybrid working arrangements require office based working for
a minimum of
60% of your time (
i.e.
three days per week
for a full time role
) in accordance with our hybrid working policy.*