Executive Assistant Job at Freshfields in San Jose

Overview With over 2,800 lawyers in 27 key business centers around the world, Freshfields combines an unrivalled breadth of expertise across practice areas and borders with tremendous growth opportunities within our US practices. This unique balance defines our work style and culture. On one side, there’s the friendliness, personal attention and lack of hierarchy you find in a small firm; on the other, the comprehensive network, breadth of work and resources of an international organization. We’re a collegial firm — we work, learn and socialize together as one team. We’re also truly international in both outlook and opportunity. 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, and 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. Key Responsibilities and Deliverables Client Engagement Complex calendar management including a comprehensive knowledge of fee-earners’ workload and current clients, aware of priorities and sensitivities to arrange client visits/meetings and meet deadlines. Confident liaison with clients and their support assistants. Act as a point of contact for fee earners, offering assistance and obtaining key information. Proactive diary management including coordinating and arranging meetings with all necessary documentation and details required ahead of meetings. Document production: preparing correspondence, editing documents, proofreading to ensure accuracy and quality, with strong technical skills and presentation. Demonstrate a full understanding of internal systems and policies. General administrative support including photocopying, printing and scanning. Communication Communicate confidently and effectively in a professional manner at all times. Initiate daily communication with fee earners to ensure awareness of current priorities and support required. Communicate and share knowledge with the team and proactively communicate with line manager on workload issues or other difficulties. Team Support Foster a collaborative team environment by covering for colleagues and offering assistance, prioritizing tasks to benefit the team. Ensure telephones are covered and answered promptly and professionally at all times. Understand and contribute toward team objectives. Work flexibly and outside core hours as needed to meet deadlines and complete tasks. Financial Management Support fee earners in adhering to the firm’s risk and compliance by tracking and uploading engagement letters/emails and ensuring time recording meets deadlines. Assist with the billing process by understanding billing procedures, editing bill narratives, preparing client bills, and liaising with Revenue Controllers as required. Handle expense management on behalf of fee earners, submitting claims weekly. Business Development Maintain a good knowledge of key clients and awareness of the firm’s and the fee earners’ strategic objectives. Understand knowledge and business development (K/BD) resources and best practices. Manage contacts in Outlook and Connect for fee earners and assist in client development outreach. Assist fee earners and the MBD department with marketing materials, including pitches, client presentations and maintaining up-to-date CVs. Assist with client events as required. Key Requirements Essential 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 Competencies 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. Enthusiastic and committed, while remaining flexible and proactive at all times. Ability to work well under pressure while maintaining a professional attitude. Ability to work fast, accurately and to tight deadlines. Ability to prioritize tasks, conflicting demands and deadlines and act on own initiative. Strong team player with the ability to form supportive relationships throughout the firm. Adaptable and open to change. Willingness to broaden experience and develop skills further. 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 $75,000 to $125,000. 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 need an accommodation due to a disability, you may use the alternative email address below to contact us about your interest in employment at BusinessServicesRecruitment@Freshfields.com, or you can send your resume to BusinessServicesRecruitment@Freshfields.com, or you can call us at +1-212-277-4000. #J-18808-Ljbffr