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Executive Assistant - Business Services (MBD - Marketing and Business Development)

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Freshfields Bruckhaus Deringer

Oct 26, 2023

Applications are closed

  • Job
    Full-time
    Entry Level
  • People, HR & Administration
  • London

Requirements

  • Excellent academic background educated to graduate level or has equivalent professional experience
  • Commercial and financial acumen
  • Experience of supporting senior stakeholders
  • 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
  • Effective gatekeeping, forward planning and scheduling
  • Proactive flagging and escalation of priority emails
  • Draft high-quality correspondence and communicating on stakeholder 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 (eg from stakeholder direct reports)
  • Management of effective filing systems and firm e-filing protocols (including but not limited to Teams Channels, SharePoint, Outlook, iManage etc)
  • Coordination of complex meeting requirements (including but not limited to, Assistant Town Halls, recruitment interviews, appraisal meetings)
  • 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 where required
  • Project management and ownership of tasks delegated to AC as appropriate
  • Support limited personal administration with external advisor activity e.g. charities, Boards etc
  • Provide administrative and coordination support with management of mentees, team members (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.
  • 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/email management and filing systems via iManage/SharePoint
  • Ability to produce basic Microsoft PowerPoint presentations and amend as appropriate
  • Ability to produce basic Microsoft Word documents 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.
  • 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
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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.

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