Executive Assistant – Business Services (HR/Operations) - 12m FTC

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. This role is within business services and works closely with other teams to deliver effective solutions via the most efficient route possible. 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.

Function Overview

The assistant service in London delivers administrative business support to the firm, provided by Administrative Assistants and Personal Assistants from within the Assistant Centre (AC), 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

• 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 filing systems and firm e-filing protocols.
• Coordination of complex meeting requirements.
• Oversee progress of meeting logistics delegated to AC.
• Utilise the firm travel agent platform to arrange complex travel, VISAs, itineraries where required.
• Project management and ownership of tasks delegated to AC as appropriate.
• Support limited personal administration with external advisor activity.
• Provide administrative and coordination support with management of mentees, team members.
• Attend meetings with stakeholders if required to take meeting minutes; proactive follow up on action points.
• Responsible for tracking project workstreams, deadlines and updates.
• Maintain London Assistant SharePoint site.

Administrative and document support

• Liaise with AC to delegate administrative tasks.
• 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 filing systems.
• Ability to produce basic Microsoft PowerPoint presentations and amend as appropriate.
• Ability to produce basic Microsoft Word documents and amend as appropriate.
• Ability to manipulate data and provide high level reporting summaries using Microsoft Excel.
• Maintain and update multiple Microsoft Excel trackers.
• Create and maintain holiday charts for team.

AI enabled productivity & digital confidence

• Demonstrates confidence using AI powered tools to enhance productivity.
• Uses AI responsibly to accelerate administrative tasks while applying sound judgement.
• Identifies opportunities to integrate AI into daily work to improve efficiency.
• Maintains awareness of emerging AI capabilities relevant to the assistant role.
• Responsible for Budget reports, monitoring, checking and moving costs where appropriate.
• Monitor recruitment cost reports on a monthly basis.
• Support for annual budget process and review.

Projects and Events

• Act as key client contact.
• Proactive upward management of practice development and other firm-wide initiatives.
• Research ad hoc queries using a variety of sources.
• Collating information/data, summarising and presenting for review.
• Create/support with project related documentation.
• Support with organisation of internal and external events.

Expected behaviours

• Displays discretion, good judgment and acts as trusted adviser.
• Ensure all activities and duties adhere to risk and compliance requirements.
• Build strong relationships with business services teams.
• Support additional stakeholders and colleagues as and when required.
• Identify and facilitate knowledge sharing within peer group and wider team.

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.
• Confident and professional manner with the ability to build strong relationships.
• 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.

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.