Personal Assistant - Assistant Centre (Monday to Friday; 09:30-17:30)

Freshfields Bruckhaus Deringer

3mo ago

Applications are closed

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

Requirements

Strong academic background or equivalent professional experience.
Strong Microsoft Office skills including Word, PowerPoint and Excel.
Strong organisational skills, able to plan and prioritise effectively to meet demanding deadlines.
Confident and professional manner: approachable and able to interact well at all levels.
Team player with strong communication skills.
Methodical approach with high levels of attention to detail.
Resilient and open to change, showing a willingness to learn and confidence to make suggestions for change where appropriate.
Positive and willing to take ownership of a broad range of tasks, identifying innovative solutions when needed.
Readily share knowledge.
Can do approach, flexible with time and willing to assist others or undertake tasks that may be outside of role.

Responsibilities

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.
Delivering subject matter expertise (SME) support in areas such as expenses, billing and travel etc.
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 relevant stakeholder and/or EA.
Editing and submitting narratives, applying appropriate phase details.
Producing draft and proforma bills.
Recording and updating time entries.
Preparing cost schedules.
Marketing and Business Development (MBD) and Events support:
Assisting with the organisation of client or practice-based events e.g., hearings or smaller scale client/Business Development or training events.
Researching internal or external venues for larger events in conjunction with the events team or EA.
Organising event facilities and materials.
Create and amend distribution lists.
Assisting with mailshots, welcoming and registration for larger client events.
Updating the client relationship management system (CRM) or departmental trackers.
Amending stakeholder CVs and social media profiles such as LinkedIn or biographies.
Upload blogs to Passle.
Upload content to SharePoint.
Travel support:
Arranging travel and accommodation through the firm’s travel agent platform.
Booking transport or transfer requirements.
Preparing travel itineraries, maps and information packs.
Collaboration:
Working closely with peers and colleagues to support or mentor new joiners and readily sharing expertise and best practice with the team.
Working with other business services functions as needed for optimal solution delivery.
Work as a team to assist with quality control, reviewing and checking work both individually and peer to peer.
Where capacity allows or business need demands, assisting EA team with ad hoc cover arrangements.

FAQs

What are the main responsibilities of a Personal Assistant in the Assistant Centre?

The main responsibilities include providing proactive and effective administrative assistance, collaborating with Admin Assistants and Executive Assistants, delivering excellent client service, and supporting across a range of tasks as part of a centralised service.

Who does a Personal Assistant in the Assistant Centre report to?

The Personal Assistant in the Assistant Centre reports to the Practice Group Manager (PGM) and works closely with the AC Resource Coordinator (ARC) for work allocation and day-to-day support.

How can a Personal Assistant in the Assistant Centre develop within their role?

Development within the role will be supported by the Practice Group Manager (PGM) with support from the AC Resource Coordinator (ARC) including the opportunity to build expertise in different areas.

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.