Executive Assistant

Role summary/purpose of job

This role is for a proactive and highly competent EA who will provide professional, client focussed support to senior stakeholders in a dynamic and fast-paced environment. This role works closely with other business services teams and resources to deliver effective solutions via the most efficient route possible.

The individual needs to be adaptable, dynamic, and confident in their ability to drive change, influence stakeholders and build relationships. The role offers immense scope and responsibilities that are wide ranging - provides a real opportunity to add value.

This role will provide proactive support across a broad range of responsibilities, including matter and financial management.

Function Overview

The assistant service in London delivers administrative business support to the firm, provided by Administrative Assistants and Personal Assistants from within the Assistant Centre (AC), and by Executive Assistants directly supporting assigned senior level stakeholders. Our service supports stakeholders in the delivery of exceptional services to our global clients and offices, and in a manner that is effective and efficient.

Key responsibilities and deliverables

Practice support

• Proactive inbox and diary management.
• Ability to act on behalf of stakeholder and first point of contact.
• Effective gatekeeping, forward planning and scheduling.
• Proactive flagging and escalation of priority emails.
• Draft high-quality correspondence and communicating on stakeholder behalf.
• Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
• Highlight priorities and conflicts to stakeholder, source delegates.
• Communicate with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
• Management of effective Outlook filing system and firm e-filing protocols.
• Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
• Utilise the firm travel agent platform to arrange complex travel, VISAs, itineraries.
• Project management and ownership of tasks delegated to AC as appropriate.
• Support limited personal and partnership administration with external advisor activity e.g. charities, Boards etc.
• Provide administrative and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback and appraisal processes).
• Attend meetings with stakeholders if required to take meeting minutes; proactive follow up on action points.

Administrative and document support

• Liaise with AC to delegate administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, bundles, basic travel bookings, taxis etc.
• Delegate to AC for assistance with triaging general queries.
• Document creation and amendments of smaller scale, delegating to AC and/or Global Centre as appropriate.
• Maintain effective document/email management and matter filing systems via iManage.
• Ability to produce basic PowerPoint presentations and amend as appropriate.

Matter management

• Provide client and matter relationship support such as client contact, arranging and attending meetings, taking minutes, producing actions.
• Draft client engagement letters.
• Create and maintain holiday charts for matter/project teams.
• Draft and track submission of Experience Capture Forms at matter close.
• Liaise with AC for tasks such as risk checks, CMOs (Client Matter Opening), Matter/project distribution lists, Workspace access, set up of matter work streams and phases.

Financial management

• Arrange WIP updates and billing cycles according to client matter requirements.
• Ensure knowledge and recording of client/matter fee deals and discount rates for billing purposes.
• Work with Billing team to proactively manage WIP and attend routine WIP meetings with stakeholders.
• Communicate regular fee updates as appropriate.
• Prepare personalised letters to accompany client invoices when required.
• Assist with bad debt management and communicate with clients regarding bad debt as required.
• Monitor local budgets and cost schedules.
• Liaise with AC for tasks such as: raising proformas, processing invoices/POs, time recording (ensuring application of correct phases and detailed narratives), 1st draft bill narrative edits (review work once complete), write off actions, WIP reports.

Marketing and Business Development (MBD) and Events

• Act as key client contact.
• Proactive upward management of business development and other firm-wide initiatives.
• Utilise Salesforce to maintain client contacts and client programme activities, and track deal activity.
• Research prospective clients and draft capability statements and other supporting collateral for more speculative opportunities.
• Support with 1st stage draft pitch documents, working with the pitch team as required.
• Ensure CVs, biographies and social media profiles are maintained.
• Support with coordination of team submissions to legal directories (e.g. Chambers).
• Support with organisation of internal and external events, hearings, conferences etc, utilising the Events team and delegating to AC as appropriate.

Key requirements

• Excellent academic background educated to graduate level or has equivalent professional experience.
• Commercial and financial acumen.
• Advanced Microsoft Office skills.
• A thorough understanding of working in a professional, service driven environment and of stakeholder/client/business confidentiality and discretion.
• Confident and professional manner with the ability to build strong relationships with stakeholders, clients and others.
• Excellent communication skills and ability to interact at all levels.
• Ability to support the business and its initiatives collaboratively.
• Adaptable and open to change showing a willingness and confidence to make suggestions for continuous improvement.
• Strong organisational skills and excellent attention to detail.
• Ability to cope with a wide range of competing demands and changing priorities.
• Ability to anticipate issues, problem solve and provide practical innovative solutions.
• A strong team player, able to work within a team or independently.
• A degree of flexibility around working hours is expected with this role.

Expected behaviours

• Displays discretion, good judgment and acts as trusted adviser
• Ensure all activities and duties adhere to risk and compliance requirements and maintain all requirements to protect confidential client and firm information.
• Build strong relationships with business services teams and maintain effective and efficient use of appropriate business support services.
• Support additional stakeholders and colleagues as and when required.
• Identify and facilitate knowledge sharing within peer group and wider team.

Inclusion

Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing.

Freshfields is a Ban the Box employer. We ask applicants to disclose criminal convictions only when a conditional job offer is made. A conviction does not automatically lead to withdrawal of the offer: we make decisions on a case by case basis and take a number of factors into account (eg the role you are applying for and the circumstances of the offence). You would have the opportunity to discuss the matter with us before we make a decision.