Personal Assistant

3 weeks ago


London, United Kingdom Freshfields Bruckhaus Deringer LLP Full time

Role summary/purpose of job

The Assistant role works within the Assistant Centre (AC) for London as part of a dynamic and client focused team, collaborating with Admin Assistants (AAs), Executive Assistants (EAs) and other support functions to deliver proactive and effective general administrative assistance and support across a range of tasks as part of a centralised service.

Reporting to the Operations Manager (OM) and working closely with the AC Resource Coordinator (ARC) for work allocation and day-to-day support, the role requires the ability to deliver excellent client service and develop a high level of technical and business understanding. Client orientated, ensuring excellent client experience at all times and identifying opportunities to add value wherever possible.

Development within the role will be supported by the OM with support from the ARC including the opportunity to build expertise in different areas.

The AC core operating hours are 9.30am - 5.30pm, with extension from 8.00am - 8.00pm, Monday to Friday, and opportunity to increase agile working.

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 Admin Assistants and Personal Assistants from within the Assistant Centre, 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

Floor/practice support and administration- Ensure that all tasks and duties are carried out in full compliance with our regulatory requirements and internal policies.- Assisting with administrative tasks, as delegated to AC by stakeholders and the EA team.- Liaising with business services infrastructure (such as reprographics, document services, IT) to process tasks and follow through to completion.- Support with diary events and scheduling.- Coordination of meetings to include the consideration of and responsibility for ensuring all necessary arrangements and documentation.- Assisting with conference calls and meetings supported by platforms such as Teams or other where external parties may use a different platform.- Screening calls and taking accurate messages.- Preparation of holiday/absence trackers, processing leave requests to Workday.- Providing initial troubleshooting assistance and support for technical or general queries.-
- Filing and archiving, accurately maintaining hard and digital copy files.- Data entry for updating client database etc.- Processing submissions for expense claims in line with firm policy- Arranging couriers, collections and/or deliveries.- Ad hoc administrative tasks and requests such as arranging labels, scanning, copying and binding.- Storage coordination.

Document support- Preparation of internal and client documents: printing, copying, binding and scanning of documents in digital or hard copy formats, liaising with reprographics as appropriate.- Creating short documents and making minor amendments across all formats (Word, PowerPoint, Excel).- Triaging complex or lengthy documents to specialist support via the Global Centre. Tracking progression and maintaining ownerships, ensuring updates are provided to stakeholder.- Filing, locating or retrieving documents from storage in the Document Management System (DMS).- Archiving including indexing contents and retrieval of documents.- Support with the DMS (iManage), data rooms, secure file transfers, sitepoints, downloads to USBs.- Preparing redlines, PDF conversions and collations, signature collation.- Straightforward proof reading of documents and assisting with dictation requirements.

Matter management support- Submitting and setting up risk checks, client matter openings (CMOs), project or matter distribution lists, workspace access and matter work streams liaising with the relevant EA.

Financial management support- Preparing work in progress (WIP) and budget reports whilst liaising with the r


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