Executive Assistant

0400 FBD USA LLP; New York (NY); On-site; USD 75,000 - 125,000; Full time

Job summary

0400 FBD USA LLP is seeking an Executive Assistant to efficiently provide comprehensive administrative support. The role includes managing calendars, arranging travel, handling client communications, and producing documents. Candidates should possess a degree and have 3–5 years of relevant experience in a professional services environment.

The position demands excellent organizational skills, attention to detail, and proficiency in Microsoft Office. Compensation is estimated between $75,000 to $125,000.

Qualifications

• 3–5 years of experience in the legal or professional services industry including partner support.
• Ability to demonstrate discretion with sensitive information.
• Independent self-starter able to problem-solve and take ownership of tasks.

Responsibilities

• Provide administrative support including calendar management and travel arrangements.
• Communicate effectively with clients and team members.
• Support financial management and billing processes.

Skills

Advanced technical skills

Excellent communication skills

Organizational skills

Interpersonal skills

Ability to work under pressure

Education

Associates degree / Bachelor’s degree

Tools

Microsoft Office (Word, PowerPoint, Outlook, Excel)

Job description

Executive Assistant

The Executive Assistant will provide an efficient and professional administrative support service to fee earners. The role is principally responsible for ensuring core tasks such as calendar 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.

Key Responsibilities and Deliverables

Client Engagement

• Complex calendar management, including a comprehensive knowledge of fee‑earners’ workload and current clients, and awareness of priorities and sensitivities in order to assist with arranging client visits / meetings and meeting deadlines.
• Confidently liaise with clients and their support assistants.
• Act as a point of contact for fee earners, offering assistance and obtaining key information.
• Proactive diary management, coordinating and arranging meetings and ensuring fee earners have all necessary documentation and details ahead of meetings.
• Document production: preparing correspondence and amending documents; proofread work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for 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 communication on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required.
• Communicate and share knowledge with the team and proactively communicate with the line manager on issues of workload and any other difficulties.

Team Support

• Support the fostering of a collaborative team environment by providing assistance when covering for colleagues and willingly offering help, prioritizing tasks appropriately.
• Ensure telephones are covered and answered promptly and professionally at all times.
• Understand and contribute towards team objectives.
• Work flexibly and outside core hours as and when the need arises 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 is completed to meet deadlines.
• Assist with the billing process by developing a knowledge of billing procedures, editing bill narratives, preparing client bills, and liaising with Revenue Controllers on behalf of the fee‑earner as required.
• Handle expense management on behalf of fee earners, submitting claims on a weekly basis.

Business Development

• Maintain a good knowledge of key clients and awareness of the firm’s and their fee‑earners’ strategic objectives.
• Maintain a good understanding of 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 MBD department with the production of marketing materials, including production of pitches, client presentations and maintaining up‑to‑date CVs.
• Assist with client events as and when 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.
• Excellent communication skills, both written and oral, with an ability to interact at all levels.
• Excellent organisational 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 approach, whilst remaining flexible and proactive at all times.
• Ability to work well in pressured situations while maintaining a professional attitude.
• Fast, accurate and able to meet tight deadlines.
• Ability to prioritise 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 NewYork 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 NewYork 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.

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.

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 you need an accommodation due to a disability, you may use the alternative e‑mail address below to contact us about your interest in employment at [e-mail], or you can send your resume to [e-mail], or you can call us at [phone].