Executive Assistant - Marketing and Business Development

Overview of the Function

The Executive Assistant will provide an efficient and professional administrative support service to members of the Freshfields Marketing and Business Development leadership team. The Executive Assistant is principally responsible for ensuring that core tasks such as calendar, inbox 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.  This individual will work collaboratively with members of the global marketing and business development team.

Key responsibilities and deliverables may include but are not limited to the following:

Stakeholder Engagement

• Complex calendar management including a comprehensive knowledge of stakeholder’s workload and current workstreams and is aware of priorities and sensitivities in order to assist with arranging meetings, taking action items forward and ensuring deadlines are met. 
• Able to build a strong network across Freshfields and be a go-to resource for the Marketing and Business Development function acting as a point of contact for stakeholders, offering assistance and demonstrating an ability to obtain key information, problem solve and take end-to end ownership of tasks or projects assigned.
• Proactive diary management including coordinating and arranging meetings ensuring stakeholders have all the necessary documentation and details required ahead of meetings. Attend meetings upon request for note taking purposes and ensure follow up tasks are summarized and followed through.
• 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 and strong attention to detail.
• Establish and maintain an efficient, effective and up to date manual and electronic filing system and other administration systems related to marketing and business development workstreams.
• Timely submission of expense reports for all assigned stakeholders and processing of all relevant invoices related to marketing and business development.
• Assist with client events as and when required.
• Demonstrate a full understanding of internal systems and policies.
• General administrative support including project work, as assigned.

Communication

• Communicate confidently and effectively in a professional manner at all times.
• Initiate communication on a daily basis with stakeholders to ensure a high level of awareness of current priorities and provide updates on existing workstreams.
• Liaise with marketing and business development team members within the US as well as across Freshfields globally.

Team Support

• Support the fostering of a positive, 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 and function objectives.
• Work flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks.

Key requirements (Communication/skills/experience)

Essential

• This is a hybrid role requiring in office presence four days per week in Freshfields New York Office. The hours are 8am - 4pm ET.
• Associates degree/Bachelor’s degree
• 3-5 years of experience in the legal or professional services industry
• Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.
• Familiarity with Salesforce, Sharepoint, OneNote preferred

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 internal/external 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.

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 $100,000 to $120,000.