Executive Assistant

3 weeks ago

London, United Kingdom Freshfields Bruckhaus Deringer LLP Full time

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.

Location overview: London

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 of the world’s leading financial institutions have a significant presence here. It’s home to the headquarters of more than 100 of Europe’s largest companies.

Our London team has a reputation that’s second to none. They’re the team the world’s leading businesses turn to for help with their most challenging problems. They work with colleagues around the world on complex, cross-border deals and disputes. Whether you join as a lawyer, a recent graduate or in a business services role, London is a great place to work.

You will have the opportunity to work on challenging, engaging work that will give you the opportunity to make your mark and progress your career. We believe there is no better place to work.

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

Includes support to the London Managing Partner, with duties such as:
- Organising London town halls & London partner Town Halls - including preparation, agenda planning, producing slides etc.- Organising London events.- Assisting with London Management Group meetings and preparation.- Attending weekly management meetings - producing agendas and driving follow up actions.- Organising London partner lunches.- Assisting with London communications.

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.-
- 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.-
- 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 knowl

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