## Executive AssistantApplylocations: Birmingham: Leicester: Derby: Manchester: Birminghamposted on: Posted Yesterdayjob requisition id: JR101280**Job Purpose:**The Executive Assistant 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 firm's 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 firm's 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.# # **Smart. Bold. Together. We Are Freeths.****Become part of the team at Freeths.****View some of our recent highlights on our website** here**.****Do we sound like a match? If you’re someone who cares deeply, communicates openly and collaborates effectively, then we’d love to have you join our diverse, inclusive team.**### About UsWe’re 1000+ Freethinkers, striving to create a better place. We’re committed to living our values – smart, bold, together – and making a positive change at every touchpoint for our colleagues, clients and communities. We’ve built our law firm on solid foundations of integrity, entrepreneurialism and expertise. This has helped us grow into one of the largest full-service law firms in the UK, with 13 offices and over 1000 colleagues, and counting. **1. Think Ambition:**We’ve built our law firm on solid foundations of integrity, entrepreneurialism and expertise. This has helped us grow into one of the largest full-service law firms in the UK, with 13 offices and over 1,000 colleagues, and counting. Matching individual ambition and our firm’s ambition matters. That’s why we develop our people by making sure every one of our team feels connected through a clear progression pathway and leadership support. It’s helped us to grow an award-winning reputation in the eyes of our clients and competitors that each and every one of the Freeths team works hard to uphold in everything we do. **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. **3. Think Together:** Our people are at the heart of what makes Freeths such a great place to be. We’re a firm where people care about each other and employee wellbeing is high on the agenda. Our firm is set up to ensure everyone’s voice is heard, and mutual respect is shown by all. We understand that differences add strength, which means we maintain a diverse culture where everyone has the freedom to be themselves and thrive.### Equal OpportunitiesWe're committed to championing diversity and building an inclusive culture. We want to recruit, develop and retain the most talented people, regardless of their background. We welcome applications from everybody, particularly those from marginalised backgrounds.We celebrate difference, encourage diversity of thought and are dedicated to continually challenging our processes to maintain fairness, equity and transparency. If you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact !recruitmentfreeths@freeths.co.uk and we will be happy to discuss.
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