Executive Assistant – ACT (12 month FTC)

TN United Kingdom; London; On-site; GBP 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to support senior stakeholders in a dynamic environment. This role offers a unique opportunity to engage in diverse responsibilities, including managing communications, organizing complex travel, and supporting financial management tasks. Ideal candidates will possess strong organizational skills and the ability to build relationships effectively. Join a forward-thinking team in one of the world's most vibrant cities, where your contributions will directly impact the firm's success and client satisfaction. If you thrive in fast-paced settings and are eager to make a difference, this opportunity is perfect for you.

Qualifications

• Graduate-level education or equivalent professional experience required.
• Must have advanced MS Office skills and commercial acumen.

Responsibilities

• Manage inbox and diary for senior stakeholders proactively.
• Draft high-quality correspondence and manage meeting logistics.
• Support business development initiatives and maintain client contacts.

Skills

Advanced MS Office skills

Communication skills

Organisational skills

Commercial acumen

Relationship-building skills

Problem-solving abilities

Education

Graduate-level education

Tools

iManage

PowerPoint

Job description

Executive Assistant – ACT (12 month FTC), London

This role is for a proactive and highly competent Executive Assistant who will provide professional, client-focused support to senior stakeholders in a dynamic and fast-paced environment. The role involves working closely with other business services teams to deliver effective solutions efficiently.

The ideal candidate should be adaptable, dynamic, confident in driving change, influencing stakeholders, and building relationships. The role offers broad responsibilities and opportunities to add value, including matter and financial management support.

Location Overview: London

Our London office is at the heart of our global network, in one of the world's most exciting cities. London is a major financial hub, home to many leading financial institutions and Europe's largest companies.

Our London team is renowned for tackling challenging problems and working on complex, cross-border deals. Whether as a lawyer, recent graduate, or in a business services role, London offers excellent career development opportunities.

Function Overview

The London assistant service provides administrative support to the firm, delivered by Admin and Personal Assistants and Executive Assistants supporting senior stakeholders. Our service aims to support stakeholders in delivering exceptional service to global clients and offices efficiently.

Key Responsibilities and Deliverables

Practice Support

• Proactive inbox and diary management
• Acting on behalf of stakeholders and being the first point of contact
• Managing Outlook filing system and e-filing protocol
• Flagging and escalating priority emails
• Drafting high-quality correspondence and communicating on behalf of stakeholders
• Gatekeeping, forward planning, and scheduling
• Managing meeting logistics and preparing agendas, minutes, and follow-ups
• Communicating with clients, screening calls, and handling enquiries
• Arranging complex travel and visas using the firm’s platform
• Project management and delegated tasks
• Supporting personal and partnership administration, including external activities
• Managing team and mentee activities, including feedback and appraisals
• Attending meetings to take minutes and follow up on actions

Administrative and Document Support

• Delegating administrative tasks such as expenses and archiving
• Assisting with document creation and amendments
• Maintaining document management systems (iManage)
• Producing basic PowerPoint presentations

Matter Management

• Supporting client and matter relationships, including meetings and minutes
• Drafting client engagement letters
• Maintaining holiday charts and tracking submissions at matter close
• Managing risk checks, client/matter setup, and workspace access

Financial Management

• Arranging WIP updates and billing cycles
• Recording fee deals and discounts
• Managing WIP proactively and communicating fee updates
• Preparing invoices and managing bad debt
• Monitoring budgets and liaising with the billing team

Marketing and Business Development

• Acting as key client contact
• Supporting business development initiatives and maintaining client contacts
• Researching prospective clients and supporting pitch documents
• Maintaining CVs, biographies, and social media profiles
• Coordinating internal and external events

Expected Behaviours

• Discretion, good judgment, and trustworthiness
• Adherence to risk and compliance standards
• Building strong relationships with teams and clients
• Effective communication at all levels
• Supporting initiatives collaboratively and proactively
• Organisational skills and attention to detail
• Flexibility and problem-solving abilities
• Teamwork and independence

Key Requirements

• Graduate-level education or equivalent professional experience
• Commercial and financial acumen
• Advanced MS Office skills
• Understanding of confidentiality and discretion in a professional environment
• Excellent communication and relationship-building skills
• Organisational skills and attention to detail
• Ability to manage multiple priorities and adapt to change
• Team player with flexibility around working hours

About Freshfields

Freshfields Bruckhaus Deringer is a leading international law firm with over 2,400 lawyers across 28 offices. We are committed to diversity, inclusion, and delivering high-quality legal advice worldwide.

Our culture emphasizes respect, collaboration, openness, and positive role modeling. We operate globally, bridging legal systems and cultures to serve our clients effectively.

Inclusion and Equality

We are an equal opportunities employer, considering all applications based on merit. All offers are conditional on right-to-work evidence, and we are committed to promoting diversity and inclusion in our workplace.