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 is within business services and works closely with other teams 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.
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
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 (eg from stakeholder direct reports)
Management of effective filing systems and firm e-filing protocols (including but not limited to Teams Channels, SharePoint, Outlook, iManage etc)
Coordination of complex meeting requirements (including but not limited to, Assistant Town Halls, recruitment interviews, appraisal meetings)
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)
Attend meetings with stakeholders if required to take meeting minutes; proactive follow up on action points
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
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 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
Liaise with AC for tasks such as: processing invoices/POs using Firm system
Projects and Events
Act as key client contact
Proactive upward management of practice development and other firm-wide initiatives
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
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
Key requirements
Excellent academic background educated to graduate level or has equivalent professional experience
Commercial and financial acumen
Experience of supporting senior-level stakeholders
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
Freshfields Overview
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. We enjoy our work and are determined to do an outstanding job. We deliver best when working in teams. Our culture is a product of the combined mindsets and behaviours of our people which is through the Being Freshfields principles, outlined below:
we show respect to everyone
we are there for one another
we are open with each other
we are positive role models
We think and work globally - we don’t just say we are one firm; we act like one firm right across the world. We work wherever our clients need us. This is how we define ourselves, not by reference to where we have offices. Cross-border work isn’t 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
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.