Practice Executive

The Opportunity Primary Responsibilities Plan for and deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work. Coordinate and produce accurate compliant documents and correspondence (including drafting engagement), reports and presentations. Utilise other services as appropriate (eg, Office Operations, London Printroom, Document Production). Establish and maintain effective work practices with partners and solicitors to manage the matter life cycle from file opening to closure/archival. This includes adhering to the firms conflicts process, managing information barriers, contributing to the effective management of electronic and hard copy content and active legal project management. Proactively manage and understand partner and solicitors' diaries using business knowledge to prioritise commitments. This will include organising appointments, conferences and meetings via multiple methods (video-conferencing, teleconferencing, client office software etc), considering lead and travel times, and coordinating meeting preparation and post-meeting actions. Coordinate detailed, multi-centred travel arrangements and provide detailed itineraries. This includes consideration of short/long term accommodation, visas, off-site meeting requirements and other business commitments. Ensure relevant global travel is included in the International BD visit report. Coordinate and assist with global visits/visitors. Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing venues and menu planning and ensuring costs are maintained against budget. Proactively manage all communications both in and out of the partner and solicitors' office and maintain responsibility for ensuring everything is dealt with in a timely fashion: Manage own email and partner and solicitors email as required. Respond to communications and draft correspondence as appropriate. Filter, evaluate and prioritise incoming communications, proactively dealing with queries (including meeting invites) and raising with the partners/solicitors when necessary. Deal with mail/post in the same manner. Produce/draft outgoing communications and documents as instructed by the partners and solicitors. Implement effective telephone call management. Take necessary steps to ensure that team members and business stakeholders are aware of the partner/solicitor/teams and your own movements. Ensure calls and other parties receive a consistent, high quality service and their expectations are managed. Manage the coordination of the billing process including liaising with Revenue, the editing of bills, coordinating write- offs and discounts, collating bills and narratives in their final form as per firm policy and process. Manage alternative pricing arrangements and cross-border invoicing. Liaise with and delegate to the PTAs for their assistance with billing admin throughout. Work with the partners and solicitors to meet required WIP, billing and debtor day's targets. Assist partners and solicitors with their BD responsibilities. This includes producing pitches, proactively updating CVs and credentials, producing International BD visit reports and updating the necessary client information databases in consultation with the relevant BD representative. Help partners and solicitors to build, manage and maintain strong relationships with clients and their secretaries by demonstrating diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for them and the team. This includes proactively maintaining accurate client contact information and ensuring client related activities are recorded on the relevant databases, and keeping abreast of partner and lawyer BD objectives. Delegate administrative tasks to the PTAs and maintain overall responsibility for ensuring: Filing is up to date and undertaken regularly; Timesheets and all banking and billing admin is completed promptly WIP client matter reports are compiled and errors and omissions are rectified. Client information is accurate at all times, including client specific requirements, in a timely manner via InterAction) Files for archiving are returned and retrieved following firm guidelines. Maintain strong knowledge in your own practice area, key matters, business issues and hot topics; so that appropriate priority is given to queries and requests and issues are escalated where necessary. Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal. Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others. Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial and practice group meetings, firm initiatives, welcoming and settling in new starters, projects, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities. Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working. Key Performance Indicators Seen as a role model to PTAs, other secretaries/PEs in the practice group and office with both technical skills and adherence to the firms Business Services support competencies. Excellent organisational skills and management of competing priorities. Effectively delegates administrative tasks to the appropriate person or area of Business Services. Assigned partners and lawyers are satisfied with the level of support they receive, and agree that the quality of support you provide meets expectations. Documents produced and coordinated are accurate, comply with Herbert Smith Freehills standards and guidelines, and are completed within agreed timeframes. Task based work is consistently completed as requested, within agreed timeframes and is of a high standard. A reputation within the practice group for being an effective, helpful and supportive team member. Colleagues (including all partners, solicitors, PEs/secretaries and Business Services staff) are confident that they can approach you and will receive a level of assistance that is appropriate in the circumstances. A reputation amongst Business Services groups for being an excellent communicator and for working with them to achieve positive outcomes. Compliance with the firms and practice groups policies, guidelines and recommended ways of working. Assigned partner and lawyer client contact and activity information is up to date and accurate. Support provided to partners and solicitors on matter management activities has assisted to meet client and firm obligations in an effective manner (eg, assisting in WIP and debt management, client communication). Partners and solicitors' appointment schedules run smoothly, their travel itineraries support business requirements, preparatory support is provided and their needs are anticipated and managed whilst out of the office. Open to change and willing to accept new ways of working, processes and systems. Leads by example and builds the confidence of others. Actively participate in the firms annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals. You take full ownership and responsibility for any absences from the office (including planned and unexpected absences). This includes leaving work in an appropriate state of order, leaving discoverable and up to date handover information, providing handover and full communication of the absence that is appropriate to the circumstances and in accordance with the process in place for the group. Qualifications, skills and experience Demonstrated high level experience as a Secretary/PE working in a professional services environment (legal experience is desired). Minimum of four years experience at this level. Typing speed minimum of 55wpm with 98% accuracy Intermediate to Advanced skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word). Basic skill level with Visio. Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and externally to the firm. Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines. Excellent attention to detail Excellent client and business focus Strong judgement and problem-solving ability Note: Applications for this role close at 12pm on Tuesday 31st December 2024 Team Office Operations Working Pattern Full time Location Belfast Contract type Permanent Contract Diversity & Inclusion At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work. We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.