Executive Assistant - Business Services (12 month FTC)

This is a 12-month fixed term contract Executive Assistant role, covering maternity leave, within our Business Services function.

Function Overview

There are three key towers in our  IT organisation:  Technology, Data, and Business Relationship Management. Technology is made up of Technology Services, concerned with systems support and the run and maintenance of systems, Technology Delivery is concerned with delivering technology change into the Business and Architecture that is concerned with supporting the delivery functions in IT in delivering to the Business agenda and expectations.

Key responsibilities and deliverables

• Proactive inbox and diary management

• Ability to act on behalf of stakeholder and first point of contact

• Management of effective Outlook filing system

• Drafting of high-quality correspondence and communicating on stakeholder behalf

• Effective gatekeeping, forward planning, and scheduling.

• Highlight priorities and conflicts to stakeholder, source delegates

• Administration and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback & appraisal processes).

• Attend meetings with stakeholder if required to take minutes and follow up on action points.

• Workforce management: working closely with the IT Leadership to track roles and vacancies in IT, collaborating with colleagues to validate, update and keep current IT workforce data, analysing data to generate org charts, report on current workforce status and provide insights on relevant workforce issues, managing the weekly vacancy requisition process.

• Portfolio management: working closely with the IT Leadership, coordinate elements of the portfolio processes, planning meetings, taking actions, and driving follow-ups, on areas including Risk, Resourcing, Portfolio Delivery and Financial Reviews, BAU Change Portfolio tracking.

• Managing the IT Management team SharePoint repository of relevant resources, frameworks and processes, and other elements of process administration.

• Liaise with Assistant Centre to delegate administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, bundles, basic travel bookings, taxis etc.

• Monitor local budgets and cost schedules.

• Liaise with AC for tasks such as: raising proformas, processing invoices/POs, time recording (ensuring application of correct phases and detailed narratives)

• Support with organisation of internal and external events, hearings, conferences etc, utilising the Events team and delegating to AC as appropriate.

Key requirements

Essential

• Excellent academic background educated to graduate level or has equivalent professional experience

• Advanced Microsoft Office skills

• A thorough understanding of working in a professional, service driven environment and of stakeholder/client/business confidentiality and discretion

• Confident and professional manner with the ability to build strong relationships with stakeholders, clients and others

• Excellent communication skills and ability to interact at all levels

• Adaptable and open to change showing a willingness and confidence to make suggestions for continuous improvement

• Ability to anticipate issues, problem solve and provide practical innovative solutions

Desirable

• Prior experience supporting a Technology Organisation

Inclusion

Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing.

Freshfields is a Ban the Box employer. We ask applicants to disclose criminal convictions only when a conditional job offer is made. A conviction does not automatically lead to withdrawal of the offer: we make decisions on a case by case basis and take a number of factors into account (eg the role you are applying for and the circumstances of the offence). You would have the opportunity to discuss the matter with us before we make a decision.