Administrative Assistant - London, United Kingdom - Freshfields Bruckhaus Deringer LLP

Freshfields Bruckhaus Deringer LLP
Freshfields Bruckhaus Deringer LLP
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Role summary/purpose of job


Admin Assistants (AAs) working within the Assistant Centre (AC) for London work together as part of a dynamic and client focused team, collaborating with Personal Assistants (PAs), Executive Assistants (EAs) and other support functions to deliver proactive and effective administrative assistance and support across a range of tasks as part of a centralised service.


Reporting to the Operations Manager (OM) and working closely with the AC Resource Coordinator (ARC) for work allocation and day-to-day support, the role requires the ability to deliver excellent client service to a diverse group of stakeholders including but not limited to routine administrative, organisational, and task-based support.

Client orientated, ensuring excellent client experience at all times and identifying opportunities to add value wherever possible.

Development within the role will be supported by the OM with support from the ARC.

The AC core operating hours are 9.30am - 5.30pm, with extension from 8.00am - 8.00pm, Monday to Friday.


Location overview:
London

Our London office is at the heart of our global network, in one of the most exciting world cities.

London is arguably the world's greatest financial centre:
all of the world's leading financial institutions have a significant presence here. It's home to the headquarters of more than 100 of Europe's largest companies.

Our London team has a reputation that's second to none. They're the team the world's leading businesses turn to for help with their most challenging problems. They work with colleagues around the world on complex, cross-border deals and disputes.

Whether you join as a lawyer, a recent graduate or in a business services role, London is a great place to work.


You will have the opportunity to work on challenging, engaging work that will give you the opportunity to make your mark and progress your career.

We believe there is no better place to work.

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.- Coordination of meetings.- Assisting with setting up 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.- 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.


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).- Filing, locating or retrieving documents from storage in the Document Management System (iManage).- Support with data rooms, secure file transfers, sitepoints, downloads to USBs.- Archiving including indexing contents and retrieval of documents.

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, training events etc.- Organising facilities and materials.- Welcoming and registration for larger client events.- Create/update distribution lists.

Travel support- Arranging travel and accommodation through the firm's travel agent platform.- Booking transport or transfer requirements.


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.

Key requirements- Good academic background or relevant experience.- Good Microsoft Office skills including Word, PowerPoint a
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