Practice Assistant

0400 FBD USA LLP; Palo Alto (CA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Freshfields US LLP in California is seeking a Practice Assistant to join the Support Services Team, providing efficient, confidential administrative support to Senior Associates in a hybrid setting.

You will manage calendars, travel logistics, expenses, matter management, and ad hoc tasks, with coaching and structured training to develop your skills.

The role requires 0–3 years of experience and an associate's or bachelor's degree, with in-office four days a week in Silicon Valley or DC offices.

Qualifications

• Associate’s or Bachelor’s degree.
• 0–3 years of administrative support experience, preferably in a legal or professional services environment.
• Proficient in Microsoft Office (Word, PowerPoint, Outlook and Excel) and quick to learn new systems.
• Hybrid role requiring in-office presence four days a week in Freshfields Silicon Valley or Washington, D.C. offices.

Responsibilities

• Calendar management and meeting scheduling
• Contact management and database updates
• Meeting and event logistics coordination
• Domestic and international travel planning and logistics
• Expense reimbursement processing
• Time recording support
• Light word processing
• Marketing and business development administrative support
• Matter management, including audit letter processes
• General administrative support and ad hoc requests
• Limited-scope project work as assigned

Skills

Interpersonal skills

Organizational skills

Written and verbal communication

Proactive self-starter

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office

Job description

Overview of the Function

The Practice Assistant is a member of the Support Services Team and provides efficient, high-quality, and professional administrative support to our Senior Associates. The Practice Assistant is responsible for ensuring that core administrative tasks are completed accurately, confidentially, and within defined service-level expectations. The role offers opportunities to develop administrative, technical, and professional skills through structured training, coaching, and exposure to a broad range of work.

Key responsibilities and deliverables

As a Practice Assistant, you will be required to fulfill requests including but not limited to:

• Calendar management and meeting scheduling
• Contact management and database updates
• Meeting and event logistics and coordination
• Domestic and international travel planning and logistics
• Expense reimbursement processing
• Time recording support
• Light word processing
• Marketing and business development administrative support
• Matter management, including audit letter processes
• General administrative support and ad hoc requests
• Limited-scope project work as assigned

Key requirements (Communication / skills / experience)

• Essential This is a hybrid role requiring in office presence four days a week in Freshfields Silicon Valley or Washington, D.C. office
• Associate’s degree or Bachelor’s degree
• 0–3 years of administrative support experience, preferably within a legal or professional services environment
• Strong technical skills, including proficiency in Microsoft Office (Word, PowerPoint, Outlook and Excel), with the ability to learn additional systems used by the support team
• Ability to learn and implement best-practice support standards through training and coaching
• Familiarity with workflow tools, document management systems, or legal practice management platforms is helpful, but not required. Training will be provided.

Competencies

Excellent interpersonal skills with the ability to build relationships with key stakeholders and work collaboratively within a team Ability to work well in a pressured, deadline-driven environment while maintaining professionalism Strong organizational skills and attention to detail Independent, proactive self-starter able to take ownership of assigned tasks Excellent written and verbal communication skills with the ability to interact at all levels Ability to demonstrate absolute discretion with sensitive and confidential information Flexible and adaptable approach with openness to change Strong team player able to form supportive relationships across the firm Willingness to broaden experience and continue developing skills

Development and Growth

The role offers opportunities to develop professional, technical, and organizational skills through structured training, coaching, and exposure to a broad range of administrative work within a global professional services environment.

Additional Information

This job description is a guide to the work you may be required to undertake and does not form part of your contract of employment. It may be updated from time to time to reflect changing business needs. 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 $60,000 to $80,000.

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.