Introduction
At Freshfields, we are a major international law firm, providing business law advice of the highest quality. With over 2,400 lawyers in 28 offices globally, we are seeking a proactive and highly competent Executive Assistant (EA) to join our Business Services team in London. This role offers professional and client-focused support to senior stakeholders in a dynamic, fast-paced environment, with immense scope for wide-ranging responsibilities and significant opportunity to add value.
What You'll Do
As a key member of our team, you will be at the heart of supporting our senior stakeholders and ensuring seamless operations. In this dynamic role, you will:
Provide comprehensive practice support: Manage inboxes and diaries proactively, act as a first point of contact for stakeholders, draft high-quality correspondence, and handle effective gatekeeping and scheduling. Oversee meeting logistics, circulate agendas and minutes, and highlight priorities and conflicts. Communicate directly with clients, screening calls and resolving enquiries. Arrange complex travel, VISAs, and itineraries using the firm's travel agent platform.
Manage projects and administration: Take ownership of delegated tasks, support personal and partnership administration, and coordinate support for mentees, team members, and trainees, including firm feedback and appraisal processes. Attend meetings to take minutes and follow up on action points.
Deliver administrative and document support: Liaise with our Assistant Centre (AC) to delegate tasks such as expenses, couriers, archiving, printing, and basic travel bookings. Create and amend documents, maintain effective document management and matter filing systems via iManage, and produce basic PowerPoint decks.
Leverage AI for productivity: Demonstrate confidence using AI-powered tools (e.g., Microsoft Copilot) to enhance productivity through research, drafting, summarisation, workflow optimisation, and data handling. Use AI responsibly, applying sound judgment and fact-checking outputs. Identify opportunities to integrate AI into daily work and contribute to knowledge sharing across the team.
Support matter management: Provide client and matter relationship support, draft client engagement letters, create holiday charts, and track Experience Capture Forms. Liaise with the AC for risk checks, Client Matter Openings (CMOs), and Workspace access.
Oversee financial management: Arrange WIP updates and billing cycles, ensure knowledge of client/matter fee deals, work with the billing team, and communicate fee updates. Prepare letters for invoices, assist with bad debt management, and monitor local budgets. Liaise with the AC for proformas, invoice processing, and time recording.
Contribute to marketing and business development: Act as a key client contact, proactively manage business development initiatives, and utilise Salesforce to maintain client contacts and track deal activity. Research prospective clients, draft capability statements, and support pitch documents. Maintain CVs, biographies, and social media profiles, and support coordination of legal directory submissions and event organisation.
Who You Are
We are looking for a motivated and adaptable individual eager to contribute to a world-leading firm. You are a natural problem-solver with a strong desire to learn and contribute, and you can drive change, influence stakeholders, and build relationships.
What You'll Bring:
Excellent academic background, educated to graduate level or with equivalent professional experience.
Commercial and financial acumen.
Advanced Microsoft Office skills.
A thorough understanding of working in a professional, service-driven environment, with exceptional stakeholder/client/business confidentiality and discretion.
A confident and professional manner, with the ability to build strong relationships with stakeholders, clients, and colleagues.
Excellent communication skills and the ability to interact effectively at all levels.
The ability to support the business and its initiatives collaboratively.
Adaptability and openness to change, with a willingness and confidence to suggest continuous improvements.
Strong organisational skills and excellent attention to detail.
The ability to cope with a wide range of competing demands and changing priorities.
A strong team player, capable of working effectively both within a team and independently.
A degree of flexibility around working hours is expected.
Why Join Us?
Our London office is at the heart of our global network, in one of the most exciting world cities and a leading financial centre. You will have the opportunity to work on challenging, engaging work that will allow you to make your mark and progress your career.
We are a people business committed to creating a welcoming and supportive environment where all can flourish. We see diversity as a strength, and our culture is shaped by our 'Being Freshfields' principles: we show respect to everyone, we are there for one another, we are open with each other, and we are positive role models.
Inclusion
Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of 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 (eg 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.