At a Glance
- Tasks: Plan and deliver high-quality work while managing deadlines and competing priorities.
- Company: Join a leading professional services firm with a dynamic and supportive culture.
- Benefits: Competitive salary, flexible working options, and opportunities for professional growth.
- Other info: Fast-paced environment with a focus on innovation and collaboration.
- Why this job: Be at the heart of operations, supporting senior leaders and making a real impact.
- Qualifications: 5+ years as an Executive Assistant with strong organisational and communication skills.
The predicted salary is between 40000 - 50000 € per year.
Plan for and deliver high quality, accurate work whilst managing deadlines, responding to change and competing priorities of all work. Proactively manage and understand Partners and Practice Manager diaries using business knowledge to prioritise commitments. This will include organising appointments, conferences and meetings via multiple methods (videoconferencing, 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.
Strong project management experience, including preparing concise project status updates and progress reports for Partners, Associate Director, and Practice Manager. Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing attendee lists, dietary requirements, and managing logistics. Coordinate with venues, menu planning and ensuring costs are maintained against budget.
Proactively manage all communications both in and out of the Partners and Practice Manager's office; maintaining responsibility for ensuring that matters are actioned in a timely way. Manage own email and Partners and Practice Managers' email as required, responding to or drafting responses as appropriate. Filter, evaluate and prioritise incoming communications (electronic and postal), proactively dealing with queries (including meeting invites) and raising with the Partners /Practice Manager when necessary.
Produce/draft outgoing communications and documents as instructed by the Partners and Practice Manager. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of Partners and Practice Manager objectives. Seamless management of stakeholder expectations. Take necessary steps to ensure that team members and business stakeholders are aware of the Partners/Practice Manager's and your own movements. Ensure all stakeholders receive consistent, high-quality communication and their expectations are managed.
Coordinate and produce accurate compliant documents and correspondence reports and presentations. Establish and maintain effective work practices with Partners to manage projects effectively. This includes adhering to the firm's conflicts process, managing information barriers, contributing to the effective management of electronic and hard copy content and active legal project management.
Assist Partners with their BD responsibilities and working closely with the BD team. This includes producing pitches, proactively updating CVs and credentials, producing International BD visit reports and updating the necessary client information databases. Help Partners and Practice Manager 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 (including InterAction) and keeping abreast of Partners and Practice Manager BD objectives. 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.
Qualifications, skills and experience
- Minimum of 5 years demonstrable experience as an Executive Assistant, Executive Support or Practice Executive, providing support to senior leadership (Partners or C-Suite equivalent) within a professional services environment (experience of operating within the Legal sector is desirable).
- Excellent attention to detail and experience in taking a holistic approach to supporting stakeholders.
- Excellent written and verbal communication skills with a demonstrated ability to build effective and trusting relationships with people internally and externally to the firm.
- Demonstrates a strong business sense and can interpret priorities and make sound judgment calls when needed.
- Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances.
- Demonstrated experience working under pressure to meet deadlines in a fast-paced environment.
- Excellent client and business focus.
- Strong judgement and problem-solving ability.
- Typing speed minimum of 55wpm with 98% accuracy.
- Intermediate skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word).
- Basic skill level with Visio.
- An innovative mindset, curious about AI and emerging technologies.
Practice Executive - 6 months Fixed Term Contract in Belfast employer: Herbert Smith Freehills Kramer
As a Practice Executive at our esteemed firm, you will thrive in a dynamic and supportive work environment that prioritises professional growth and collaboration. We offer competitive benefits, including flexible working arrangements and opportunities for continuous learning, all while being part of a team that values innovation and excellence in client service. Located in a vibrant area, our office fosters a culture of inclusivity and teamwork, making it an ideal place for those seeking meaningful and rewarding employment.
Contact Detail:
Herbert Smith Freehills Kramer Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Practice Executive - 6 months Fixed Term Contract in Belfast
✨Tip Number 1
Get your networking game on! Reach out to people in the industry, attend events, and connect with potential employers on LinkedIn. We all know that sometimes it’s not just what you know, but who you know!
✨Tip Number 2
Practice makes perfect! Prepare for interviews by doing mock sessions with friends or family. We can’t stress enough how important it is to be confident and articulate when discussing your skills and experiences.
✨Tip Number 3
Show off your organisational skills! When you get an interview, be ready to discuss how you manage multiple priorities and deadlines. We want to see that you can juggle tasks like a pro, just like the role requires!
✨Tip Number 4
Don’t forget to follow up! After an interview, send a thank-you email to express your appreciation for the opportunity. It shows professionalism and keeps you fresh in their minds. And remember, apply through our website for the best chance!
We think you need these skills to ace Practice Executive - 6 months Fixed Term Contract in Belfast
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience that aligns with the role. We want to see how your skills match the job description, so don’t hold back on showcasing your relevant achievements!
Show Off Your Communication Skills:Since this role involves a lot of communication, it’s crucial to demonstrate your written communication prowess. Keep your application clear, concise, and professional – we love a well-structured document!
Highlight Your Organisational Skills:This position requires excellent organisational abilities, so be sure to mention any relevant experiences where you’ve successfully managed multiple tasks or projects. We’re looking for evidence of your time management skills and ability to prioritise effectively.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Herbert Smith Freehills Kramer
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Practice Executive. Familiarise yourself with the key tasks mentioned in the job description, like managing diaries and coordinating travel arrangements. This will help you demonstrate your knowledge and show that you're ready to hit the ground running.
✨Showcase Your Project Management Skills
Be prepared to discuss your project management experience in detail. Think of specific examples where you've successfully managed competing priorities or delivered high-quality work under tight deadlines. Highlight your ability to prepare concise updates and reports, as this is crucial for the role.
✨Demonstrate Strong Communication Abilities
Since the role involves managing communications for Partners and Practice Managers, be ready to showcase your written and verbal communication skills. Bring examples of documents or presentations you've created, and be prepared to discuss how you've built effective relationships with clients and stakeholders.
✨Emphasise Your Attention to Detail
Attention to detail is key in this role, so come prepared with examples that illustrate your meticulousness. Whether it's managing logistics for events or ensuring accurate documentation, share stories that highlight your ability to maintain high standards and catch potential issues before they arise.
