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. 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.