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About the Role
Herbert Smith Freehills Kramer is a world-leading global law firm committed to helping clients achieve their goals through exceptional client service and the pursuit of excellence. We are an integrated transatlantic and transpacific firm with an extensive global footprint, known for tackling complexity and navigating change in demanding litigation, regulatory work, and complex transactions, particularly in energy, infrastructure, and resources sectors.
Responsibilities
- Plan and deliver high-quality, accurate work while managing deadlines, responding to change, and prioritizing competing demands.
- Proactively manage Partner, Associate Director, and Practice Manager diaries, prioritizing commitments using business knowledge.
- Organize appointments, conferences, and meetings via multiple methods, considering lead and travel times, and coordinating preparation and post-meeting actions.
- Coordinate detailed, multi-centered travel arrangements and provide comprehensive itineraries, including accommodation, visas, and off-site meeting requirements.
- Ensure relevant global travel is included in the International BD visit report.
- Coordinate and assist with global visits and visitors.
- Manage and coordinate lunches, dinners, and other events, including reviewing attendee lists, dietary requirements, and managing logistics.
- Coordinate with venues, plan menus, and ensure costs are maintained against budget.
- Proactively manage all communications, ensuring matters are actioned in a timely manner.
- Manage own email and senior leadership's email as required, responding to or drafting responses.
- Filter, evaluate, and prioritize incoming communications, proactively addressing queries and escalating when necessary.
- Produce and draft outgoing communications and documents as instructed.
- Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects.
- Seamlessly manage stakeholder expectations, ensuring team members and business stakeholders are aware of movements and receive consistent, high-quality communication.
- Coordinate and produce accurate, compliant documents, correspondence, reports, and presentations.
- Establish and maintain effective work practices for project management, including adhering to the firm’s conflicts process, managing information barriers, and contributing to electronic and hard copy content management.
- Assist with Business Development (BD) responsibilities, including producing pitches, updating CVs and credentials, and producing International BD visit reports.
- Help build, manage, and maintain strong client relationships by demonstrating diligence, professionalism, and exceptional client experience.
- Proactively maintain accurate client contact information and ensure client-related activities are recorded.
- Maintain strong knowledge of the practice area, key matters, business issues, and 'hot topics' to prioritize queries and escalate issues.
- Adhere to firm, office, and practice group policies and procedures.
- Take necessary steps to ensure awareness of correct procedures, maintaining inquisitive, collaborative, and vigilant work habits.
- Demonstrate enthusiasm and proactivity in the workplace, participating in meetings, firm initiatives, and team-building activities.
- Take responsibility for own learning, undertake recommended training, and share information about better working practices.
Requirements
- Minimum of 4 years of demonstrable experience as an Executive Assistant, Executive Support, or Practice Executive.
- Experience providing support to senior leadership (Partners or C-Suite equivalent) within a professional services environment.
- Experience operating within the Legal sector is desirable.
- Excellent attention to detail and a holistic approach to supporting stakeholders.
- Excellent written and verbal communication skills with the ability to build effective and trusting relationships.
- Strong business sense, ability to interpret priorities, and make sound judgment calls.
- Proven high-level organizational and time management skills with the ability to think ahead and manage changing circumstances.
- Demonstrated experience working under pressure to meet deadlines in a fast-paced environment.
- Excellent client and business focus.
- Strong judgment 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.
- Take full ownership and responsibility for any absences from the office, including handover information and communication.
- Actively participate in the firm’s annual performance review process, using the Business Support Competency Framework to set professional goals.
Skills
- Executive Assistant
- Executive Support
- Practice Executive
- Senior Leadership Support
- Professional Services Environment
- Legal Sector Experience (Desirable)
- Attention to Detail
- Holistic Stakeholder Support
- Written Communication
- Verbal Communication
- Relationship Building
- Business Acumen
- Prioritization
- Judgment
- Time Management
- Organizational Skills
- Working Under Pressure
- Meeting Deadlines
- Fast-Paced Environment
- Client Focus
- Business Focus
- Problem-Solving
- Typing (55wpm, 98% accuracy)
- Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)
- Visio
- Conflicts Process Management
- Information Barrier Management
- Electronic and Hard Copy Content Management
- Legal Project Management
- Business Development Support
- Client Relationship Management
- Database Management (InterAction)
- Policy Adherence
- Process Improvement
- Team Collaboration
- Learning and Development
- Performance Review Participation
Location
- London
Work Type
- Part time
- Permanent Contract
Experience Level
- Minimum of 4 years demonstrable experience
About the Company
- Herbert Smith Freehills Kramer is a world-leading global law firm.
- Our ambition is to help clients achieve their goals.
- Exceptional client service and the pursuit of excellence are at our core.
- We invest in and care about our client relationships.
- We enjoy breaking new ground, as we have for over 170 years.
- We are a fully integrated transatlantic and transpacific firm.
- Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.
- We excel at tackling complexity and navigating change, working alongside clients on demanding litigation, exacting regulatory work and complex public and private market transactions.
- We are recognised as leading in energy, infrastructure and resources sectors.
- We are focused on areas of growth that affect every business across the world.
- We support the growth of our people, who help us deliver on our ambition.
- Herbert Smith Freehills Kramer: Your goals. Our ambition.
Equal Opportunity
- 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.