Executive Assistant - 12-month FTC

Practice Group / Department:

Job Description

Norton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide the world's preeminent corporations and financial institutions with a full business law service.

With over 50 offices and 7,000 employees worldwide, our culture is the thread that connects us, as well as our values of unity, quality and integrity. Our strategy and culture are connected – defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we look for people who are innovative, commercially minded, and motivated by the impact of the work they do – ready to share in our ambition and help shape what comes next.

Because while individuals can do well, together we achieve something extraordinary.

The Team

In this role you will be providing direct Executive Assistant support to the General Counsel & Risk team reporting to the General Counsel, Partnership & Corporate Governance (who has responsibility for managing company secretarial support for the NRF global entities and the EMEAPAC region, and for Partner recruitment and departures), with wider support to the EMEAPAC Executive Management team when required.

To be successful in this role, it is essential that you are an effective communicator, confident in dealing with a range of people and personalities at all levels, within a pressurised and extremely fast paced environment. You will be a flexible team player with a ‘can-do’ attitude, adaptable to the needs of the team and comfortable and confident in taking end-to-end responsibility for delivering the high level of support required. The work undertaken by the team is highly confidential and sensitive, internally and externally.

Please note that this is a 12 month FTC.

Key Responsibilities

• Full proactive diary management for the team. Acting as a gatekeeper to their time and prioritising requests independently.
• Assisting in the logistics for the quarterly Partnership Committee and Audit committee meetings.
• Arranging all other ad-hoc meetings both internal and external, across various time zones, booking meeting rooms, technical equipment, setting up online conference calls and VC meetings and managing catering when required.
• Providing documentation support for partnership recruitment/departures.
• Maintaining Partner records.
• Managing Partner voting using our bespoke system.
• Preparing presentations according to house style templates and branding.
• Arranging and attending weekly team meetings.
• Maintaining a strict electronic filing system for the team.
• Maintaining various email distribution lists in Microsoft Outlook.
• Contributing to and maintaining the Partnership area of the firm’s intranet.
• Assisting with due diligence enquiries relating to EMEAPAC.
• Cross checking exercises against Companies House and the SRA.
• Taking ownership of all external enquires and internal queries from various areas of the business and dealing with matters not requiring the direct or immediate input from the team.
• Processing invoices, expenses and new supplier requests.
• Building and maintaining relationships with various stakeholders across the EMEAPAC region and across the Global network, to ensure collaboration and smooth running of tasks to meet deadlines.
• Liaising with external advisers and notaries.
• Providing cover and support with the other EAs in the team.
• Undertaking any other reasonable duties as necessary.
• Working from office at least 3 times a week (flexibility around days).

Skills and Experience Required

• Strong time management and prioritisation skills
• Excellent organisational and administration skills
• Ability to engage with key stakeholders and deal with people at all levels within the organisation
• Strong team player – proficiency in collaboration
• Confident and fully competent with IT/use of Microsoft Office applications & add-ins
• Excellent written and verbal communication skills
• Proactive and positive approach with a "can-do" attitude
• Meticulous attention to detail; always striving for high quality and continuous improvement
• Ability to work effectively under pressure
• Solutions orientated and takes initiative
• Experience in a legal or other professional services environment
• Flexible with the ability to work outside of core business hours as required in order to meet deadlines

Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential.
Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here .

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here .