Executive Assistant page is loaded## Executive Assistantlocations: Nottingham: Leicester: Derby: Birminghamposted on: Posted 4 Days Agotime left to apply: End Date: 4 May 2026 (12 days left to apply)job requisition id: JR101280Job Purpose:The Executive Assistant (Senior Leadership) provides comprehensive, high-level, and proactive administrative support to C-suite and Senior Leaders in the firm with a focus on the CPO. This role is crucial in enabling those leaders to focus on delivery of the strategy, governance and operational process by efficiently managing all their complex administrative needs, ensuring seamless operations, and contributing to the overall effectiveness of the functions and the firm. The Executive Assistant will operate within the firms new national administrative framework, leveraging standardised processes and technology.Key Accountabilities:Proactive Diary & Inbox Management:* Proactively manage complex diaries, scheduling internal and external meetings and workshops, appointments, and conference calls, anticipating potential conflicts and resolving them efficiently.* Using tools such as copilot, monitor and manage email inboxes for assigned individuals, prioritising communications, drafting responses, and flagging urgent matters.* Resolve diary conflicts through active stakeholder engagement and negotiation, applying judgment to reprioritise commitments in line with business and client priorities.Travel & Logistics Coordination:* Coordinate all aspects of national and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries.* Process expense claims accurately and in a timely manner, ensuring compliance with firm policies.Meeting & Event Support:* Organise and prepare for meetings, including booking appropriate venues (physical or virtual), arranging catering, preparing agendas, collating and distributing meeting materials, and using technology to create meeting precis and minutes where required.* Provide administrative support for departmental events, external networks/functions or internal workshops.Correspondence & Document Management:* Draft, proofread, and format correspondence, presentations, reports, and other documents to be “Executive Board ready”, ensuring accuracy and adherence to firm branding and style guidelines.* Manage physical and electronic filing systems, ensuring documents are organised, accessible, and compliant with firm policies and data protection regulations.Stakeholder Liaison & Communication:* Act as a professional and discreet point of contact for internal and external stakeholders, including suppliers, industry bodies, Partners, and firm leadership.* Facilitate effective communication flow within the functions and with other departments.* Administrative Process Adherence & Technology Utilisation:* Adhere strictly to firm-wide administrative processes, policies, and procedures, including those related to document management, data security, and confidentiality.* Utilise the firms ServiceNow platform for logging and managing administrative requests, ensuring transparency and efficient workflow.* Actively participate in the adoption of new administrative tools and technologies to enhance efficiency and service delivery.Functional /Departmental Support & Collaboration:* Develop a deep understanding of the assigned functions activities and priorities to provide tailored and proactive support.* Collaborate effectively with other Executive Assistants, Legal Administration Executives, and other Administration Services teams to ensure seamless support delivery and share best practices.* Take ownership of small operational projects on behalf of Senior leadership team* Track plans and programmes of delivery in the functions.Skills and Experience:* Proven experience as an Executive Assistant or Personal Assistant supporting C-suite leaders, preferably both within a legal or professional services environment and in wider industry.* Exceptional organisational and time management skills, with the ability to manage multiple priorities, anticipate needs, and work effectively under pressure.* Advanced proficiency in CoPilot, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with complex diary management.* Strong written and verbal communication skills, with impeccable grammar, spelling, and attention to detail.* Discreet, professional, and able to handle highly confidential information with integrity and sensitivity.* Proactive, self-motivated, and able to work both independently and as part of a collaborative team.* Experience with travel coordination and expense management.* Familiarity with ServiceNow or similar service request management platforms is desirable, or a strong willingness to learn.* A client-focused and service-oriented approach.Key Relationships:* Head of Executive Assistants (Direct Manager)* C-suite, Firm leadership, heads of functions and team within the functions* Other Executive Assistants and Legal Administration Executives* Head of Legal Department Support and Legal Division Support Leads* Other Administration Services teams (e.g., Digital DocuCentre, Facilities)Performance Measures:* Satisfaction of supported Senior Leaders with administrative support.* Efficiency and accuracy of diary management, travel arrangements, and meeting coordination.* Timeliness and quality of correspondence and document management.* Adherence to firm processes, policies, and technology utilisation.* Contribution to divisional and team collaboration.# # Smart. Bold. Together. We Are Freeths.Become part of the team at Freeths.View some of our recent highlights on our website .2. Think Recognition: Sharing success matters to us. We love to showcase excellent work across the firm and celebrate our people through our employee awards. We recognise our teams work hard together to deliver the best solutions for our clients. That’s why great work is well rewarded - our rewards and benefits are among the best in the business.We are committed to sourcing candidates directly where possible. For particular roles, we may work with preferred suppliers who will be invited by our resourcing team to support us. We may also agree to accept CVs from other suppliers on an ad hoc basis (to be agreed in writing). We will not be responsible for fees in relation to CVs or profiles submitted directly to our partners or other employees or for any applications not submitted via our portal. Agencies should contact our recruitment team before submitting unsolicited applications.
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