Executive Assistant

Executive Assistant - Business Services (12 month FTC) page is loaded Executive Assistant - Business Services (12 month FTC)
Apply locations London time type Full time posted on Posted 3 Days Ago job requisition id R-03251 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.
This role will provide proactive support across a broad range of responsibilities, including matter and financial management. Our London office is at the heart of our global network, in one of the most exciting world cities. London is arguably the world’s greatest financial centre: all the world’s leading financial institutions have a significant presence here. It is home to the headquarters of more than 100 of Europe’s largest companies.

They are the team the world’s leading businesses turn to for help with their most challenging problems. Whether you join as a lawyer, a recent graduate or in a business services role, London is a great place to work.
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.
Practice support
Effective gatekeeping, forward planning and scheduling
Draft high-quality correspondence and communicating on stakeholder behalf
Management of effective filing systems and firm e-filing protocols (including but not limited to Teams Channels, SharePoint, Outlook, iManage etc)
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 where required
Project management and ownership of tasks delegated to AC as appropriate
Support limited personal administration with external advisor activity e.g. charities, Boards etc
Provide administrative and coordination support with management of mentees, team members (including but not limited to firm feedback and appraisal processes)
Responsible for tracking project workstreams, deadlines and updates
Maintain London Assistant SharePoint site
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
Maintain effective document/email management and filing systems via iManage/SharePoint
Ability to produce basic Microsoft PowerPoint presentations and amend as appropriate
Ability to produce basic Microsoft Word documents and amend as appropriate
Ability to manipulate data and provide high level reporting summaries using Microsoft Excel on a wide range of information
Maintain and update multiple Microsoft Excel trackers flagging missed and upcoming deadlines / conflicts
Create and maintain holiday charts for team
Financial management
Responsible for Budget reports, monitoring, checking and moving costs where appropriate
Monitor recruitment cost reports on a monthly basis, resolving queries on an ad hoc basis
Support for annual budget process and review
Projects and Events
Research ad hoc queries using a variety of sources including SharePoint, firm policies etc
Collating information/data, summarising and presenting for review
Create/support with project related documentation
Support with organisation of internal and external events, delegating to AC as appropriate
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
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
Ability to support the business and its initiatives collaboratively
Freshfields Bruckhaus Deringer is a major international law firm, providing business law advice of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be. The Firm has over 2,400 lawyers in 28 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions, and governments.
Our people make our firm - we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas. Cross-border work is not just what we do, it is what we excel at. We understand what it really takes to work across different legal systems and commercial environments and to bridge language and cultural gaps.
We aim to add value in everything we do - we are passionate about helping our clients succeed. We use our experience and creativity to help clients make judgements and achieve their goals. In everything we do, we seek to make a real difference to the communities in which we operate.
Freshfields is committed to promoting equality and diversity and to developing a culture that values differences, recognising that employees from a variety of backgrounds make important and positive contributions to our business and how we service our clients.
Inclusion
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.
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 (e.g. the role you are applying for and the circumstances of the offence). Executive Assistant – ACT (12 month FTC)
locations London time type Full time posted on Posted 30+ Days Ago Executive Assistant - Business Services (Part Time)
locations London time type Part time posted on Posted 30+ Days Ago Executive Assistant - Global Transactions Team C (12 month FTC) - Part Time
locations London time type Part time posted on Posted 30+ Days Ago Freshfields Bruckhaus Deringer is a global law firm with a long-standing track record of successfully supporting the world’s leading national and multinational corporations, financial institutions, and governments on ground-breaking and business critical mandates.
At Freshfields we seek to create a better future for our clients, our people and the communities in which we live and work. We value diversity and are committed to building an inclusive environment where everyone feel they can belong, engage and excel.
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