Role summary/purpose of job

The Assistant role works within the Assistant Centre (AC) for London as part of a dynamic and client focused team, collaborating with Admin Assistants (AA), Executive Assistants (EA) and other support functions to deliver proactive and effective administrative assistance and to support across a range of tasks as part of a centralised service.

Reporting to the Practice Group Manager (PGM) and working closely with the AC Resource Coordinator (ARC) for work allocation and day-to-day support. The role requires the ability to deliver excellent client service and develop a high level of technical and business understanding. Client orientated, always ensuring excellent client experience and identifying opportunities to add value wherever possible.

Development within the role will be supported by the PGM with support from the ARC including the opportunity to build expertise in different areas.

The AC core operating hours are 9.30am – 5.30pm, with extension from 8.00am – 8.00pm, Monday to Friday.

Location Overview: London

Our London office is at the heart of our global network, in one of the most exciting world cities. London is arguably the world’s greatest financial centre: all the world’s leading financial institutions have a significant presence here. It is home to the headquarters of more than 100 of Europe’s largest companies.

Our London team has a reputation that is second to none. They are the team the world’s leading businesses turn to for help with their most challenging problems. They work with colleagues around the world on complex, cross-border deals, and disputes. Whether you join as a lawyer, a recent graduate or in a business services role, London is a great place to work.

You will have the opportunity to work on challenging, engaging work that will give you the opportunity to make your mark and progress your career. We believe there is no better place to work.

Function Overview

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

Floor/practice support and administration

• Ensure that all tasks and duties are carried out in full compliance with our regulatory requirements and internal policies.

• Assisting with administrative tasks, as delegated to AC by stakeholders and the EA team.

• Liaising with business services infrastructure (such as reprographics, document services, IT) to process tasks and follow through to completion.

• Support with diary events and scheduling.

• Coordination of meetings to include the consideration of and responsibility for ensuring all necessary arrangements and documentation.

• Assisting with conference calls and meetings supported by platforms such as Teams or other where external parties may use a different platform.

• Screening calls and taking accurate messages.

• Preparation of holiday/absence trackers, processing leave requests to Workday.

• Providing initial troubleshooting assistance and support for technical or general queries.

• Delivering subject matter expertise (SME) support in areas such as expenses, billing and travel etc.

• Filing and archiving, accurately maintaining hard and digital copy files.

• Data entry for updating client database etc.

• Processing submissions for expense claims in line with firm policy

• Arranging couriers, collections and/or deliveries.

• Ad hoc administrative tasks and requests such as arranging labels, scanning, copying and binding.

• Storage coordination.

Document support

• Preparation of internal and client documents: printing, copying, binding and scanning of documents in digital or hard copy formats, liaising with reprographics as appropriate.

• Creating short documents and making minor amendments across all formats (Word, PowerPoint, Excel).

• Triaging complex or lengthy documents to specialist support via the Global Centre. Tracking progression and maintaining ownerships, ensuring updates are provided to stakeholder.

• Filing, locating or retrieving documents from storage in the Document Management System (DMS).

• Archiving including indexing contents and retrieval of documents.

• Support with the DMS (iManage), data rooms, secure file transfers, sitepoints, downloads to USBs.

• Preparing redlines, PDF conversions and collations, signature collation.

• Straightforward proof reading of documents and assisting with dictation requirements.

Matter management support

• Submitting and setting up risk checks, client matter openings (CMOs), project or matter distribution lists, workspace access and matter work streams liaising with the relevant EA.

Financial management support

• Preparing work in progress (WIP) and budget reports whilst liaising with the relevant stakeholder and/or EA.

• Editing and submitting narratives, applying appropriate phase details.

• Producing draft and proforma bills.

• Recording and updating time entries.

• Preparing cost schedules.

Marketing and Business Development (MBD) and Events support

• Assisting with the organisation of client or practice-based events e.g., hearings or smaller scale client/Business Development or training events.

• Researching internal or external venues for larger events in conjunction with the events team or EA.

• Organising event facilities and materials.

• Create and amend distribution lists.

• Assisting with mailshots, welcoming and registration for larger client events.

• Updating the client relationship management system (CRM) or departmental trackers.

• Amending stakeholder CVs and social media profiles such as LinkedIn or biographies.

• Upload blogs to Passle.

• Upload content to SharePoint.

Travel support

• Arranging travel and accommodation through the firm’s travel agent platform.

• Booking transport or transfer requirements.

• Preparing travel itineraries, maps and information packs.

Collaboration

• Working closely with peers and colleagues to support or mentor new joiners and readily sharing expertise and best practice with the team.

• Working with other business services functions as needed for optimal solution delivery.

• Work as a team to assist with quality control, reviewing and checking work both individually and peer to peer.

• Where capacity allows or business need demands, assisting EA team with ad hoc cover arrangements.

Key requirements

• Strong academic background or equivalent professional experience.

• Strong Microsoft Office skills including Word, PowerPoint and Excel.

• Strong organisational skills, able to plan and prioritise effectively to meet demanding deadlines.

• Confident and professional manner: approachable and able to interact well at all levels.

• Team player with strong communication skills.

• Methodical approach with high levels of attention to detail.

• Resilient and open to change, showing a willingness to learn and confidence to make suggestions for change where appropriate.

• Positive and willing to take ownership of a broad range of tasks, identifying innovative solutions when needed.

• Readily share knowledge.

• Can do approach, flexible with time and willing to assist others or undertake tasks that may be outside of role.

Freshfields Overview

Freshfields Bruckhaus Deringer is a major international law firm, providing business law advice of the highest quality. We want to be the law firm that clients turn to for legal advice where it most matters, wherever in the world that may be. The Firm has over 2,400 lawyers in 28 offices around the world, providing a comprehensive service to national and multinational corporations, financial institutions, and governments.

Our people make our firm - we are a people business and want to create a welcoming and supportive environment where all can flourish. We see diversity as a strength which creates fresh perspectives and generates new ideas. We enjoy our work and are determined to do an outstanding job. We deliver best when working in teams. Our culture is a product of the combined mindsets and behaviours of our people which is through the Being Freshfields principles, outlined below:

• we show respect to everyone

• we are there for one another

• we are open with each other

• we are positive role models

We think and work globally - we do not just say we are one firm; we act like one firm right across the world. We work wherever our clients need us. This is how we define ourselves, not by reference to where we have offices. Cross-border work is not just what we do, it is what we excel at. We understand what it really takes to work across different legal systems and commercial environments and to bridge language and cultural gaps.

We aim to add value in everything we do - we are passionate about helping our clients succeed. We use our experience and creativity to help clients make judgements and achieve their goals. In everything we do, we seek to make a real difference to the communities in which we operate.

Freshfields is committed to promoting equality and diversity and to developing a culture that values differences, recognising that employees from a variety of backgrounds make important and positive contributions to our business and how we service our clients.

Inclusion

Freshfields is an equal opportunities employer and all applications received by the firm will be considered based on their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing.

Freshfields is a Ban the Box employer. We ask applicants to disclose criminal convictions only when a conditional job offer is made. A conviction does not automatically lead to withdrawal of the offer: we make decisions on a case-by-case basis and take a number of factors into account (e.g. the role you are applying for and the circumstances of the offence). You would have the opportunity to discuss the matter with us before we make a decision.