Executive Assistant to Global Leaders

Overview of the Function

The Executive Assistant to members of the global leadership have responsibilities that include but are not limited to complex calendar and travel management, expense reimbursements, creating/editing documents, meeting coordination and management of ongoing workstreams and projects. They will also undertake a range of other general administrative support tasks or project work collaborating across functional groups within the firm. The Executive Assistant will have the opportunity to work on challenging, engaging work that supports many of the firmwide initiatives and global functions.

Role summary/purpose of job

This role is for a proactive and highly competent Executive Assistant who will provide professional, client-focused 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 and manage change, influence stakeholders, and build relationships. The role offers immense scope and responsibilities that are wide ranging and provides a real opportunity to add value.
This role will provide proactive support across a broad range of responsibilities.

Key responsibilities and deliverables

Responsibilities outlined below are representative of the role, although additional duties may be assigned as needed, due to client or business need.

Global Leadership Support

• Proactive management of stakeholder inbox and complex calendar
• 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
• Management of effective filing systems and firm e-filing protocols (including but not limited to: Teams Channels, SharePoint, Outlook, iManage, etc.)
• Coordination of complex meetings over time zones and when in person responsible for all meeting logistics
• Utilize the firm travel agent platform to arrange complex travel, VISAs, itineraries where required
• Project management and ownership of tasks assigned
• Support limited personal administration with external advisor activity (e.g. charities, Boards, etc.)
• Attend meetings with stakeholders as required to take meeting minutes and proactively follow up on action points and deliverables
• Responsible for tracking project workstreams, deadlines and updates

Administrative and document support

• Utilize global document specialists as appropriate
• Maintain effective document and email management with filing systems via iManage/SharePoint
• Produce basic Microsoft PowerPoint, Word and Excel presentations and amend as appropriate utilizing firm styles and templates
• Manipulate data and provide high level reporting summaries using Microsoft Excel on a wide range of information
• Maintain and update multiple Microsoft Excel trackers flagging missed and upcoming deadlines/conflicts
• Create and maintain holiday charts for team

Expected behaviors

• Displays discretion, good judgment and acts as trusted advisor
• 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

Key requirements (Communication/skills/experience)

• 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 organizational 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

For individuals assigned and/or hired to work in New York and California, Freshfields is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the States of New York and California and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $100,000 to $150,000.

EEO Statement
Freshfields US LLP is proud to be an equal employment employer. Our policies and practices will be free from unlawful discrimination based upon race, color, ethnicity, religion, creed, sex (including pregnancy, childbirth or related medical conditions), national origin, citizenship, immigration status, ancestry, age, marital status, protected veteran status, military service, disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under federal, state or local law. We strive to promote an atmosphere that encourages equal opportunities and prohibits discriminatory practices, including sexual harassment.
Disability Accommodation for Applicants to Freshfields US LLP
Freshfields US LLP is an Equal Employment Opportunity employer and provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system and you need an accommodation due to a disability, you may use the alternative email address below to contact us about your interest in employment at [email protected] , or you can send your resume to [email protected] , or you can call us at +1-212-277-4000.