Practice Executive

JOB DESCRIPTION

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.

As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours.

Herbert Smith Freehills Kramer : Your goals. Our ambition

The Opportunity

Primary Objectives

To provide a consistent superior level of secretarial support to partners, lawyers and Business Services staff in the practice group and work with them to achieve their business aims, client requirements and deadlines in order to deliver an exceptional client experience.

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 Herbert Smith Freehills Kramers compliant documents and correspondence (including drafting engagement), reports and presentations. Utilise other services as appropriate (eg, Printroom, Document Production).

Establish and maintain effective work practices with partners and lawyers to manage the matter life cycle from file opening to closure / archival. 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.

Proactively manage and understand partner and lawyers’ 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, offsite 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 lawyers’ office and maintain responsibility for ensuring everything is dealt with in a timely fashion :

Manage own email and partner and lawyers’ 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 / lawyers when necessary. Deal with mail / post in the same manner.

Produce / draft outgoing communications and documents as instructed by the partners and lawyers

Implement effective telephone call management. Take necessary steps to ensure that team members and business stakeholders are aware of the partner / lawyer / team’s 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 billing admin throughout.

Work with the partners and lawyers to meet required WIP, billing and debtor day's targets.

Assist partners and lawyers 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 lawyers 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 the 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.

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 :

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, lawyers, PAs / 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 firm’s and practice group’s 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 lawyers 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 lawyers 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 firm’s 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 & Experience

Typing speed minimum of 55wpm with 98% accuracy

Business level fluency in English and French

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

Demonstrated high level experience as a Secretary / PA working in a professional services environment (legal experience is desired). Minimum of four years’ experience at this level.

An innovative mindset, curious about AI and emerging technologies

Team

Office Operations

Working Pattern

Full time

Location

Luxembourg

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.