Executive Assistant – Global Transactions (Team B)

Freshfields Bruckhaus Deringer

Jun 8

Job
Full-time
Mid & Senior Level
People, HR & Administration
London
Quick Apply

AI generated summary

You need excellent academic background, strong communication skills, advanced Microsoft Office skills, ability to problem solve, and be adaptable and collaborative. Flexibility with working hours is a must.
You will support a global transactions team with practice, administrative, document, matter, financial, MBD, and event management duties while maintaining strong relationships and ensuring compliance.

Requirements

Excellent academic background educated to graduate level or has equivalent professional experience.
Commercial and financial acumen.
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.

Responsibilities

Practice support:
Proactive inbox and diary management.
Ability to act on behalf of stakeholder and first point of contact
Management of effective Outlook filing system and firm e-filing protocol.
Proactive flagging and escalation of priority emails.
Drafting of high-quality correspondence and communicating on stakeholder behalf.
Effective gatekeeping, forward planning and scheduling.
Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
Highlight priorities and conflicts to stakeholder, source delegates.
Communicating with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
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 and support with external advisor activity e.g. charities, Boards etc.
Administration and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback & appraisal processes).
Attend meetings with stakeholder if required to take minutes and 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.
Maintain effective document management and matter filing systems via iManage.
Ability to produce basic PowerPoint deck 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 knowledge and recording of client/matter fee deals and discount rates for billing purposes.
Work with the billing team to proactively manage WIP.
Communicate regular fee updates.
Prepare personalised letters to accompany client invoices when required.
Assist with bad debt management and communicate with clients regarding bad debt as required.
Monitor local budgets and cost schedules.
Liaise with AC for tasks such as: raising proformas, processing invoices/POs, time recording (ensuring application of correct phases and detailed narratives), 1st cut bill narrative edits (review work once complete), write off actions, WIP reports.
Marketing and Business Development (MBD) and Events:
Act as key client contact.
Proactive upward management of business development and other firm-wide initiatives.
Utilise Salesforce to maintain client contacts and client programme activities, and track deal activity.
Research prospective clients and draft capability statements and other supporting collateral for more speculative opportunities.
Support with 1st stage draft pitch documents, working with the pitch team as required.
Ensure CVs, biographies and social media profiles are maintained.
Support with coordination of team submissions to legal directories (e.g. Chambers).
Support with organisation of internal and external events, hearings, conferences etc, utilising the Events team and 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.

FAQs

What are the key responsibilities of the Executive Assistant in Global Transactions?

The key responsibilities include providing professional support to senior stakeholders, working closely with other business services teams, delivering effective solutions efficiently, driving change, influencing stakeholders, building relationships, and managing matters and finances.

What qualities are needed in an individual to excel in this role?

The individual should be adaptable, dynamic, confident, proactive, and highly competent. They should have the ability to drive change, influence stakeholders, build relationships, and add value to the organization.

What is the function overview of the Assistant service in London?

The Assistant service in London delivers administrative business support to the firm through Admin Assistants, Personal Assistants, and Executive Assistants. They support stakeholders in delivering exceptional services to global clients and offices effectively and efficiently.

Freshfields Bruckhaus Deringer

Law

Industry

5001-10,000

Employees

1743

Founded Year

Mission & Purpose

Freshfields Bruckhaus Deringer is a global law firm with a long-standing track record of successfully supporting the world's leading national and multinational corporations, financial institutions and governments on ground-breaking and business-critical mandates. Our 2,800-plus lawyers deliver results worldwide through our own offices and alongside leading national firms. Our commitment and business know-how mean our clients rely on us when it matters most. Freshfields Bruckhaus Deringer has offices in Austria, Bahrain, Belgium, China, England, France, Germany, Hong Kong, Italy, Japan, the Netherlands, Singapore, Spain, the United Arab Emirates, the United States of America and Vietnam.