Executive Assistant: 12 Month FTC

Executive Assistant

London

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.

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.

Summary of role

This role is for a proactive and highly competent EA who will operate successfully in a pressurised and fast-paced environment, providing professional and client-focused support to senior stakeholders and heads of business.  Reporting to the Practice Group Manager, the individual needs to be adaptable to and supportive of change whilst sufficiently experienced to influence stakeholders and build relationships. The role will include undertaking complex tasks and projects, providing transactional support and playing a critical role in managing all routine and daily administrative tasks. A degree of flexibility around working hours is expected with this role.

Responsibilities

• Build strong relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients, mandates and projects
• Act as gatekeeper for stakeholders
• Extensive diary management, using own initiative to manage email accounts and to develop and maintain systems to promote efficiency
• Draft high quality correspondence, engagement letters, documents, agendas, reports, presentations and spreadsheets
• Build strong relationships with business services teams and maintain effective and efficient use of business support services
• Ensure all activities and duties adhere to risk and compliance requirements
• Attend and contribute to team meetings as required detail and progress action points as appropriate
• Detailed travel arrangements
• Assist with  financial and transactional management ie billing process, WIP and client matter engagement
• Research and obtain client information and data, as well as following current and target clients on social media and in quality press
• Proactive upward management of business development and other firm-wide initiatives
• Proactively maintain and update client relationship management system
• Support additional stakeholders and colleagues as and when required
• Identify and facilitate knowledge sharing within peer group and wider team
• General administrative support

  Requirements

• Excellent academic background, educated to graduate level or having equivalent professional experience
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional, service driven environment and of stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationships with stakeholders and clients
• Excellent communication skills and ability to interact at all levels
• Collaborative and supportive of the business and its initiatives
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Strong organisational skills and excellent attention to detail
• Ability to remain proactive and flexible at all times
• Anticipate and identify potential problems and provide innovative solutions
• A strong team player