At a Glance
- Tasks: Support senior stakeholders with proactive administration and client-focused solutions.
- Company: Join a leading firm known for its dynamic and inclusive culture.
- Benefits: Competitive salary, flexible hours, and opportunities for professional growth.
- Other info: Be part of a supportive team with diverse career paths.
- Why this job: Make a real impact while developing your skills in a fast-paced environment.
- Qualifications: Strong organisational skills and excellent communication abilities required.
The predicted salary is between 45000 - 55000 £ per year.
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. 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, including matter and financial management.
Key responsibilities and deliverables
- 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 communicate on stakeholder's 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
- Management of effective Outlook filing system and firm e-filing protocols
- 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
- Project management and ownership of tasks delegated to AC as appropriate
- Support limited personal and partnership administration with external advisor activity e.g. charities, Boards etc.
- Provide administrative and coordination support with management of mentees, team members, trainees (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
- 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 matter filing systems via iManage
- Ability to produce basic PowerPoint presentations and amend as appropriate
- 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
- 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 Billing team to proactively manage WIP and attend routine WIP meetings with stakeholders
- Communicate regular fee updates as appropriate
- 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 draft bill narrative edits (review work once complete), write off actions, WIP reports
- 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
Key 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
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
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 (e.g. 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.
Executive Assistant employer: Dormont Manufacturing Co
Freshfields is an exceptional employer, offering a dynamic and fast-paced work environment in London where Executive Assistants can thrive. With a strong focus on professional development, employees benefit from extensive growth opportunities, a collaborative culture, and the chance to engage with senior stakeholders while delivering exceptional client services. The firm values diversity and inclusion, ensuring that all team members are supported and empowered to contribute meaningfully to the organisation's success.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or through mutual contacts. A friendly chat can open doors that applications alone can't.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Tailor your responses to show how you can add value, especially in a fast-paced environment like this one.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to boost your confidence. The more you rehearse, the more natural you'll feel when it counts.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your relevant experience and skills that match the job description, like your ability to manage diaries and communicate effectively with stakeholders.
Showcase Your Proactivity:In your application, emphasise examples where you've taken initiative in previous roles. We love candidates who can demonstrate their proactive approach, especially in fast-paced environments like ours!
Be Clear and Concise:When writing your application, keep it clear and to the point. Use bullet points where necessary to make your skills and experiences stand out. Remember, we appreciate well-structured applications that are easy to read.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team at StudySmarter!
How to prepare for a job interview at Dormont Manufacturing Co
✨Know Your Stakeholders
Before the interview, research the senior stakeholders you’ll be supporting. Understand their roles, priorities, and how they interact with clients. This will help you demonstrate your proactive approach and ability to build relationships during the interview.
✨Showcase Your Organisational Skills
Prepare examples that highlight your organisational skills, especially in managing diaries and inboxes. Be ready to discuss how you prioritise tasks and handle competing demands, as this is crucial for an Executive Assistant role.
✨Demonstrate Financial Acumen
Brush up on basic financial management concepts relevant to the role. Be prepared to discuss how you would manage WIP updates and billing cycles, as well as your experience with budget monitoring and cost schedules.
✨Be Ready for Scenario Questions
Expect scenario-based questions that assess your problem-solving abilities. Think of situations where you had to anticipate issues or provide innovative solutions, and be ready to share these experiences to showcase your adaptability and confidence.
