Baker McKenzie

The Practice Executive will demonstrate a high level of mastery in secretarial and administrative competencies. The role-holder will act as a gatekeeper 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 
• Manage 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)
• Draft communications, materials, speeches, and talking points on behalf of the practice group where necessary, and acts as a strategic liaison with the Communications Team; Support social media and PR activities where appropriate
• Demonstrate mastery of secretarial and administrative competencies to the highest level by proactively assisting with client management, BD, marketing, administrative, practice and industry-related activities
• Provide leadership for PAs in the practice concerning proactive engagement with client peers 
• Support functional management with ad hoc focused activities and work with them on work allocations/resourcing/performance management/fostering a positive work environment
• Assist with recruiting, training, onboarding, and integration of new hires to the practice group
• Share information and expertise readily with other secretarial services team members within the practice group and with members of the secretarial services team about practice group-specific tasks
• Serve as a subject matter expert on secretarial job responsibilities
• Demonstrate a solution-oriented mindset at all levels, providing feedback and making suggestions on redefining processes and procedures to increase efficiencies and drive a continual improvement in the way we work
• Manage highly confidential and sensitive information
• Handle other duties as assigned (e.g. practice group support/coordinating office moves)
• Proactively support client activities and requirements (first contact to resolve basic queries)
• Lead the way in terms of use of E2E services within the team, ensuring full utilization and coordination of services at all times, reviewing materials as needed before sharing with attorneys
• Navigate Service Now services with ease and work 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.
• Provide administrative support at meetings, capturing outputs and following up as needed; May be assigned specific tasks/objectives for action as outputs of the meeting
• Act as a gatekeeper, proactively handling complex diary management, call handling, and meeting organization for external meetings (utilizes General Admin Service (GAS) for internal meetings).  
• Manage the in-box, assist with email filing into iManage, and support with hard copy filing 
• Provide 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 manage and coordinate all aspects of tasks assigned (e.g. meetings, events, travel, etc.)

Skills 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 a 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
• Able to manage complex diary and calendar management activities
• Strong document management skills
• Able to work with colleagues to meet client deadlines
• Able to negotiate deadlines when needed
• Keen analytical skills and ability to determine client needs
• Excellent English written and verbal communication 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
• Able to establish and maintain effective working relationships
• Able to collaborate and communicate effectively with people from different cultures and various levels of the organization
• Able to lead by example
• Able to provide a solution outside of standard processes
• Commercially/financially literate (including the proficient ability to use Excel)

Reports to: Secretarial Services Supervisor

Position Type:  In Market

Development Framework:  Business Support

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief, if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us.  We are committed to ensuring an inclusive and accessible experience for all candidates.