Executive Assistant

Freshfields•San Francisco, NY

25d

About The Position

The Executive Assistant will provide an efficient and professional administrative support service to fee earners. The Executive Assistant is principally responsible for ensuring that core tasks such as calendar management, travel arrangements, expenses, editing documents, answering telephones are managed on behalf of stakeholders, and will also undertake a range of other general administrative support tasks or project work. Typically, an Executive Assistant will support 1-2 partners and 4-5 additional fee earners.

Requirements

Associates degree/Bachelor’s degree
3-5 years of experience in the legal or professional services industry including partner support
Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.
Excellent communication skills, both written and oral with an ability to interact at all levels.
Excellent organizational skills and attention to detail.
Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients.
Ability to demonstrate absolute discretion with sensitive and confidential information.
Independent self starter able to problem solve and take full ownership of assigned tasks.
An enthusiastic and committed approach, whilst remaining flexible and proactive at all times.
An ability to work well in pressured situations while maintaining a professional attitude.
Able to work fast, accurately and to tight deadlines.
Ability to prioritize tasks, conflicting demands and deadlines and act on own initiative.
A strong team player with an ability to form supportive relationships throughout the firm.
Adaptable and open to change.
Willingness to broaden experience and develop skills further.

Responsibilities

Complex calendar management including a comprehensive knowledge of fee-earners’ workload and current clients and is aware of priorities and sensitivities in order to assist with arranging client visits / meetings and in meeting deadlines.
Act as a point of contact for fee earners, offering assistance and demonstrating an ability to obtain key information.
Proactive diary management including coordinating and arranging meetings ensuring fee earners have all the necessary documentation and details required ahead of meetings.
Document production: including preparing correspondence and amending documents. Proof reads work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for presentation.
Demonstrate a full understanding of internal systems and policies
General administrative support including photocopying, printing and scanning
Communicate confidently and effectively in a professional manner at all times.
Initiate communication on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required.
Communicate and share knowledge with team and proactively communicates with line manager on issues of workload and any other difficulties.
Support the fostering of a collaborative team environment by providing support when covering for colleagues and willingly offering assistance, prioritizing tasks appropriately in order to assist colleagues for the benefit of the team.
Ensure telephones are covered and answered promptly and professionally at all times.
Understand and contribute towards team objectives.
Work flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks.
Support fee earners in adhering to the firm’s risk and compliance by tracking and uploading engagement letters/emails and ensuring time recording is completed to meet deadlines.
Assist with the billing process by developing a knowledge of billing procedures, edit bill narratives, prepare client bills, and liaising with Revenue Controllers on behalf of the fee-earner as required.
Handle expense management on behalf of fee earners, submitting claims on a weekly basis.
Maintain a good knowledge of key clients and awareness of the firm’s and of their fee earners’ strategic objectives.
Maintain a good understanding of K/BD (knowledge and business development?) resources and best practices.
Manage contacts in Outlook and Connect for fee earners and assist in client development outreach
Assists fee earners and MBD department with the production of marketing, including production of pitches, client presentations and maintaining up-to-date CVs.
Assist with client events as and when required.