Description
We are seeking an experienced Executive Assistant to provide administrative support to fee earners in our US practices.
The successful candidate will be responsible for ensuring that core tasks such as calendar management, travel arrangements, expenses, editing documents, and answering telephones are managed efficiently and professionally.
Key Responsibilities and Deliverables
- Client Engagement:
- Manage complex calendars, including scheduling client visits and meetings
- Liaise with clients and their support assistants
- Act as a point of contact for fee earners
- Proactively manage diaries, coordinate meetings, and ensure necessary documentation is available
- Prepare correspondence and amend documents
- Demonstrate a full understanding of internal systems and policies
- Communication:
- Communicate confidently and effectively in a professional manner
- Initiate communication with fee earners to ensure awareness of current priorities and support required
- Share knowledge with the team and communicate with the line manager on issues of workload and difficulties
- Team Support:
- Support the fostering of a collaborative team environment
- Ensure telephones are covered and answered promptly and professionally
- Understand and contribute towards team objectives
- Work flexibly and outside core hours as needed
- Financial Management:
- Support fee earners in adhering to the firm's risk and compliance requirements
- Assist with the billing process, including developing knowledge of billing procedures and editing bill narratives
- Handle expense management on behalf of fee earners
- Business Development:
- Maintain a good knowledge of key clients and awareness of the firm's strategic objectives
- Maintain a good understanding of knowledge and business development resources and best practices
- Manage contacts in Outlook and Connect for fee earners
- Assist in client development outreach
Key Requirements
- Associate's degree/Bachelor's degree
- 3-5 years of experience in the legal or professional services industry, including partner support
- Advanced technical skills and excellent knowledge of Microsoft Office, including Word, PowerPoint, Outlook, and Excel
Competencies
- Excellent communication skills, both written and oral
- Excellent organisational skills and attention to detail
- Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients
- Ability to demonstrate absolute discretion with sensitive and confidential information
- Independent self-starter able to problem-solve and take full ownership of assigned tasks
- Enthusiastic and committed approach, whilst remaining flexible and proactive
- Ability to work well in pressured situations while maintaining a professional attitude
- Able to work fast, accurately, and to tight deadlines
- Ability to prioritise tasks, conflicting demands, and deadlines, and act on own initiative
- Strong team player with an ability to form supportive relationships throughout the firm
- Adaptable and open to change
- Willingness to broaden experience and develop skills further
Salary Information
For individuals assigned and/or hired to work in New York and California, Freshfields is required by law to include a reasonable estimate of the compensation range for this role. A reasonable estimate of the current range is $75,000 to $125,000.