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
Demonstrates the ability to identify the real issue, and to
anticipate requirements and potential consequences; distills a range
of possibilities by thinking in a considered, prudent manner
Has the capacity to take on new ideas and develop knowledge and
think holistically about business and address media, analyst,
employee, and client audiences
Able to move through a variety of tasks requiring different
approaches, knowledge, and expertise, with the 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
Uses complex, coordinated influencing/negotiation strategies,
adapted to people, organizations, and/or the situation, e.g. networks
Leverages direct reports to facilitate increased collaboration
across the organization
Builds partnerships based on a common agreement that acknowledges
individual differences but creates a new commonality beyond root
belief large-scale
Creates a positive impression at all times; develops relationships
through collaboration and reciprocity
Negotiates to achieve mutually satisfactory outcomes; shows good
judgment 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 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.
Please click on the Apply icon to start the online application
process for this role. We will then be in touch with you once we have
reviewed your application.
Please note Baker McKenzie does not accept unsolicited CVs. Please clickhere
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.
