Executive Assistant - Marketing and Business Development

0400 FBD USA LLP; United States; Hybrid; USD 100,000 - 120,000; Full time

Job summary

Freshfields US LLP in New York is seeking an Executive Assistant to provide high-level administrative support to the Marketing and Business Development leadership team. The role includes calendar and inbox management, travel arrangements, expenses, document editing, and project work across global teams.

Hybrid role with in-office presence four days per week in Freshfields New York Office. Requires Associate’s or Bachelor’s degree and 3–5 years in legal or professional services, plus advanced MS

Qualifications

• Advanced technical skills with Microsoft Office (Word, PowerPoint, Outlook, Excel).
• Familiarity with Salesforce, SharePoint, OneNote preferred.
• Strong written and verbal communication; ability to handle confidential information.

Responsibilities

• Stakeholder Engagement: Complex calendar management and prioritization of tasks.
• Proactive diary management: arrange meetings and ensure documentation is prepared.
• Attend meetings for note-taking and ensure follow-up tasks are completed.
• Document production: prepare correspondence and proofread for accuracy and presentation.
• Maintain filing systems and admin processes for marketing and business development.
• Submit expense reports and process invoices in a timely manner.
• Assist with client events as required.
• Understand internal systems and policies; provide general admin support.

Skills

Microsoft Office Suite

Salesforce

SharePoint

OneNote

Education

Associates degree

Bachelor’s degree

Job description

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

• 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.
• Stakeholder Engagement: 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: 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

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.

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 you need an accommodation due to a disability, you may use the alternative email 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].

Freshfields is a global law firm with a long-standing track record of successfully supporting the world’s leading national and multinational corporations, financial institutions, and governments on ground-breaking and business critical mandates. At Freshfields we seek to create a better future for our clients, our people and the communities in which we work. Our global teams bring together individuals with different experiences, skills and strengths in a culture where we support all to belong, engage and excel.