Practice Executive

3 months ago

London, United Kingdom bakermckenzieuk Full time

**Role Purpose**

The Practice Executive demonstrates the highest level of mastery of secretarial and administrative competencies. They will act as a gate keeper by supporting and managing deliverables for work providers, showing expertise in document development, handling meeting minutes and capturing outputs. They will support the practice group level responsibilities and act as a role model for secretaries within the team.

**Main Responsibilities**
- Extensive knowledge of specific practice group procedures and processes
- Drafts communications, materials, speeches and talking points on behalf of the practice group where necessary, and acts as a strategic liaison with the Communications Team. Supports social media and PR activities where appropriate
- Demonstrates mastery of secretarial and administrative competencies to the highest level by proactively assisting with client management, BD, marketing, administrative, practice and industry related activities
- Provides leadership for PAs in the practice with respect to proactive engagement with client peers
- Supports functional management with ad hoc focused activities and works with them on work allocations/resourcing/performance management/fostering a positive work environment
- Assists with recruiting, training, on-boarding and integration of new hires to the practice group
- Shares information and expertise readily with other secretarial services team members within the practice group and with members of the secretarial services team in relation to practice group specific tasks
- Demonstrates solution orientated mind-set at all levels, providing feedback and makes suggestions on redefining processes and procedures to increase efficiencies and drive a continual improvement in the way we work
- Manages highly confidential and sensitive information
- Handles other duties as assigned (e.g. practice group support/co-ordinating office moves)
- Supports client activities and requirements in a proactive manner (first contact, resolve basic queries)
- Leads the way in terms of use of E2E services within the team ensuring full utilisation and co-ordination of services at all times, reviewing materials as needed before sharing with attorneys
- Navigates Service Now services with ease and works with E2E to proactively build relationships and enhance service delivery
- Document production for urgent jobs which are not suitable to be sent to Document Services)
- Provides administrative support at meetings, capturing outputs and following up as needed. May be assigned specific tasks/objectives for action as outputs of meeting
- Proactively handles complex diary management, call handling and meeting organization for external meetings (utilises GAS for internal meetings). Acts as gatekeeper
- Provides client intake support (e.g. AML, engagement letters) and can execute high level billing activities at all levels (e.g. WIP review, direct involvement with client regarding billing and collections, preparing accruals etc)
- Proactively manages and coordinates all aspects of tasks assigned (e.g. meetings, events, travel, etc.)

**About The Team**

**Function**

Our Operations function supports and manages the day-to-day operations of the Firm, providing expert and in-market support regarding office management, office services and facilities, real estate management, risk management, and secretarial and administrative services.

This role will report to the Secretarial Services Leader.

The key relationships of this role are with the Department Manager for assigned practice group, Fee earners and business professionals within assigned practice area, finance, AML/NBI, DCS, GAS, Secretarial Services Function.

**Local/Functional Requirements**

The Practice Executive will support Department Managers/Team Leaders and manage the practice from an administration perspective.

**Technical skills, qualifications and experience**
- Extensive experience working in a legal sector or other professional services environment
- In-depth knowledge in own discipline and basic knowledge of related disciplines
- Good understanding of key processes
- Advanced and specialized expertise, typically developed through a combination of job-related training and considerable work experience
- Advanced knowledge and experience in a particular practice/functional area
- Deep understanding of multiple practice areas
- Ability to manage complex diary and calendar management activities
- Strong document management skills
- Ability to work with colleagues to meet client deadlines
- Ability to negotiate deadlines when needed
- Keen analytical skills and ability to determine client needs
- Excellent English written and verbal communications skills
- Aptitude for learning new technologies and processes
- Highly organized and detail oriented
- Strong commitment to outstanding client service
- Exceptional work ethic, personal and professional integrity
- Ability to establish and maintain effective working relat

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