Executive Assistant to Divisional Heads in Oxford

The Executive Assistant (Divisionally Aligned) provides comprehensive, high-level, and proactive administrative support to the Divisional Heads within two specific legal divisions. This role is crucial in enabling the Divisional Heads to focus on client work by efficiently managing their administrative needs, ensuring seamless operations, and contributing to the overall effectiveness of the division and the firm. The Executive Assistant will operate within the firm's new national administrative framework, leveraging standardised processes and technology.

Key Accountabilities:

• Proactive Diary & Inbox Management: Proactively manage complex diaries, scheduling internal and external meetings, appointments, and conference calls, anticipating potential conflicts and resolving them efficiently. Monitor and manage email inboxes for assigned individuals, prioritising communications, drafting responses, and flagging urgent matters. Resolve diary conflicts through active stakeholder engagement and negotiation, applying judgment to reprioritise commitments in line with business and client priorities.
• Travel & Logistics Coordination: Coordinate all aspects of national and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries. Process expense claims accurately and in a timely manner, ensuring compliance with firm policies.
• Meeting & Event Support: Organise and prepare for meetings, including booking appropriate venues (physical or virtual), arranging catering, preparing agendas, collating and distributing meeting materials, and taking minutes where required. Provide administrative support for divisional events, client functions, or internal workshops.
• Correspondence & Document Management: Draft, proofread, and format correspondence, presentations, reports, and other documents to a high standard, ensuring accuracy and adherence to firm branding and style guidelines. Manage physical and electronic filing systems, ensuring documents are organised, accessible, and compliant with firm policies and data protection regulations.
• Stakeholder Liaison & Communication: Act as a professional and discreet point of contact for internal and external stakeholders, including clients, other Partners, and firm leadership. Facilitate effective communication flow within the division and with other departments.
• Administrative Process Adherence & Technology Utilisation: Adhere strictly to firm-wide administrative processes, policies, and procedures, including those related to document management, data security, and confidentiality. Utilise the firm's ServiceNow platform for logging and managing administrative requests, ensuring transparency and efficient workflow. Actively participate in the adoption of new administrative tools and technologies to enhance efficiency and service delivery.
• Divisional Support & Collaboration: Develop a deep understanding of the practice areas, clients, and priorities within the divisions to provide tailored and proactive support. Collaborate effectively with other Executive Assistants, Legal Departmental Support Executives, and other Legal Administrative Services teams to ensure seamless support delivery and share best practices.

Skills and Experience:

• Proven experience as an Executive Assistant or Personal Assistant supporting senior professionals, preferably within a legal or professional services environment.
• Exceptional organisational and time management skills, with the ability to manage multiple priorities, anticipate needs, and work effectively under pressure.
• Advanced proficiency in Microsoft Office and experience with complex diary management.
• Strong written and verbal communication skills, with impeccable grammar, spelling, and attention to detail.
• Discreet, professional, and able to handle highly confidential information with integrity and sensitivity.
• Proactive, self-motivated, and able to work both independently and as part of a collaborative team.
• Experience with travel coordination and expense management.
• Familiarity with ServiceNow or similar service request management platforms is desirable, or a strong willingness to learn.
• A client-focused and service-oriented approach.

Smart. Bold. Together. We Are Freeths. Become part of the team at Freeths. Do we sound like a match? If you’re someone who cares deeply, communicates openly and collaborates effectively, then we’d love to have you join our diverse, inclusive team.