Practice Executive

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 
• Manages strategic priorities for the practice group both internally and externally (e.g. meeting with key stakeholders, recruiters, etc.) by being a key liaison for the practice group in dealings with distributed leadership team, local office, region, the Firm and external clients and through the use of functionally appropriate applications e.g. (excel for amalgamating financial information received)
• 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
• Serves as a subject matter expert on secretarial job responsibilities
• 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
• Manages in-box and assist with email filing into iManage. As well as supporting on hard copy filing 
• 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.

About The Candidate

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
• Relevant experience applying functional skills in similar context
• 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 relationships
• Ability to collaborate and communicate effectively with people from different cultures and from various levels of the organization
• Ability to lead by example
• Ability to provide solution outside of standard processes
• Commercially/financially literate (including the proficient ability to use Excel)

Personal qualities

These personal qualities represent the shared characteristics of high performers across Baker McKenzie, regardless of job level and location. 

Know how 

• Keeps across key developments in all relevant areas and demonstrates the ability to develop substantive authority in relation to the Firm’s specialist fields 
• Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distils a range of possibilities by thinking in a considered, prudent manner
• Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with agility of mind and capacity for analysis and synthesis

Dedication

• Driven by a strong personal sense of integrity and upholds exemplary quality standards
• Prepares thoroughly, takes responsibility, uses initiative and is self-reliant to ensure work progresses to the fullest extent possible
• Hardworking and diligent with a keen understanding of client demands
• Demonstrates composure when dealing with difficult situations 

Personal Impact

• Creates a positive impression at all times; develops relationships through collaboration and reciprocity 
• Negotiates to achieve outcomes that are mutually satisfactory; shows good judgement on when to stand strong and when to compromise 
• Invests in, nurtures and builds a network of productive relationships

Humanity

• Respectful to others, regardless of their position, and earns the respect of others by being transparent 
• Has care and concern for others and a genuine interest in others as people
• Treats delicate or confidential issues with grace and discretion

Why Join Us?

Baker McKenzie is a truly global law firm. Founded in 1949, we advise many of the world’s most dynamic and successful business organisations through our 13,200 people in 74 offices in 45 countries. Yet big does not mean impersonal. We work hard to ensure that everyone knows their role and has the support they need to perform it to the highest standard. Our culture encourages this – how we work, think and behave in a collaborative and fulfilling way.

In London you will be part of a 1,000 person office, which is also our largest office globally. Originally opened in 1961, Baker McKenzie London is well established in the UK as a leading international law firm and is regularly involved in some of the country’s most high-profile legal matters. We can offer you the work, pride and experience of being part of a leading law firm but in a local office environment that is hardworking, friendly and supportive.

The strength of the firm and our culture is evidenced by a number of recent awards, including:

• Thomson Reuters (formerly Acritas’ Sharplegal) Global Elite Law Firm Brand Index, 2010- 2022 – ranked 1st
• The Times Top 100 Graduate Employers 2021-2022: currently ranked 52nd
• Thomson Reuters ranked the Firm No. 1 for cross-border deals for the last 12 years. More than 70% of our deals are cross-border.
• For the 14th consecutive year, the Firm was ranked first for deals with emerging market involvement, by both number of announced and completed deals.
• Law360 ranked the Firm as one of the 400 Largest US Law Firms in in its annual survey in 2020.
• Identified as one of the Hall of Fame for best law firms for women by Working Mother magazine, 2011-2021.
• Received a a Gold Award in Stonewall’s Global Workplace Equality Index of Top Global Employers for LGBTQ+ Inclusion.
• Ranked as one of the Top 20 Employers in the 2023 Social Mobility Employer Index.
• Received Double Certification for earning top marks in the 2022 Corporate Equality Index and Equidad MX of the Human Rights Campaign Foundation.
• Winner of the Europe Mentorship Programme – International Firm award in the Euromoney Women in Business Law Europe Awards 2021
• Winner of the Gender Diversity International Firm, Talent Management International Firm, and Work-Life Balance International Firm awards in the Euromoney Women in Business Law Asia Awards 2021

Have a look at our YouTube channel to find out more about us!

To Apply

At Baker McKenzie we welcome direct applications.

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NO AGENCIES PLEASE

Please note Baker McKenzie does not accept unsolicited CVs. Please click here for details of our Agency Policy and commitment to sourcing directly.

Commitment to Inclusion, Diversity & Equity

As the first truly global law firm, diversity and inclusion are foundational to our culture and strategic vision. We are a Firm of individuals from across the globe with different backgrounds, ideas, and points of view who collegially work together to solve complex problems and design practical solutions for our clients. Our multiple perspectives come from many sources, including the diverse ethnicity, culture, gender, nationality, age, sex, sexual orientation, gender identity and expression, disability, parental status, education, social background and life experience of our people.

Our global strategy is focused on our people, our culture, our clients and the communities where we operate. In 2019 we enacted ambitious new targets related to gender, racial and ethnic diversity at the Firm. These targets are viewed as a floor, not a ceiling, to advancing underrepresented groups, and they are backed by a variety of strategic initiatives aimed at achieving our goals. Our strategic vision is supported in London by six active employee led networks which champion diversity, lead on a number of internal campaigns and deliver a range of activity to celebrate differences in identity, inclusion, and key dates throughout the year including: LGBT+ History Month, International Women’s Day, International Trans Day of Visibility, Mental Health Awareness Week, Pride, Black History Month, Social Mobility Week, International Day of Disabled Persons and many more!

Baker McKenzie London has been accredited by Disability Confident, joining over 18,000 organisations that have signed up to help change behaviours and cultures in businesses, networks and communities and reap the benefits of inclusive recruitment practices.

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