Executive Assistant – Global Transactions

Freshfields Bruckhaus Deringer

2mo ago

Job
Full-time
Entry Level
Banking & Finance
London
Quick Apply

AI generated summary

You must have a strong academic background, financial acumen, advanced Microsoft Office skills, ability to maintain confidentiality, build relationships, and problem solve effectively. Strong communication, adaptability, organizational skills, and teamwork are essential. Flexibility with working hours is required.
You will provide high-level support to stakeholders, managing their inbox and diary, drafting correspondence, arranging travel, overseeing meeting logistics, handling administrative tasks, supporting client relationships, managing finances, and assisting with marketing and business development initiatives.

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.

Responsibilities

Practice Support:
Proactive inbox and diary management.
Ability to act on behalf of stakeholder and first point of contact
Management of effective Outlook filing system and firm e-filing protocol.
Proactive flagging and escalation of priority emails.
Drafting of high-quality correspondence and communicating on stakeholder behalf.
Effective gatekeeping, forward planning and scheduling.
Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
Highlight priorities and conflicts to stakeholder, source delegates.
Communicating with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
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 and support with external advisor activity e.g. charities, Boards etc.
Administration and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback & appraisal processes).
Attend meetings with stakeholder if required to take minutes and 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 management and matter filing systems via iManage.
Ability to produce basic PowerPoint deck 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.
Financial management:
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 the billing team to proactively manage WIP.
Communicate regular fee updates.
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 cut bill narrative edits (review work once complete), write off actions, WIP reports.
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.

FAQs

What is the main responsibility of an Executive Assistant in Global Transactions?

The main responsibility of an Executive Assistant in Global Transactions is to provide administrative business support to senior level stakeholders in delivering exceptional services to global clients and offices.

Who does the assistant service in London support?

The assistant service in London supports stakeholders in delivering exceptional services to global clients and offices.

What types of assistants are provided by the Assistant Centre in London?

The Admin Assistants and Personal Assistants from within the Assistant Centre in London support the firm by providing administrative business support.

What is the goal of the service provided by Executive Assistants in Global Transactions?

The goal of the service provided by Executive Assistants in Global Transactions is to support stakeholders in delivering exceptional services to global clients and offices in an effective and efficient manner.

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.