JOB DESCRIPTION
About Herbert Smith Freehills
As one of the world’s leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe. With over 5,000 people, including 3,100 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.
We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.
The Opportunity
About HSF
As one of the world’s leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe. With over 5,000 people, including 3,100 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.
We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.
Primary Responsibilities
1. Plan forand deliverhighquality,accurate work whilst managing deadlines, responding to change and the competing priorities of all work.
2. Proactively manage and understand Partners, Associate Director and Practice Manager diaries using business knowledge to prioritise commitments. This will include organising appointments, conferences and meetings via multiple methods (video-conferencing, teleconferencing, client office software etc.), considering lead and travel times, and coordinating meeting preparation and post-meeting actions.
3. 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.
4. Coordinate and assist with global visits/visitors.
5. Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing attendee lists, dietary requirements, and managing logistics.
6. Coordinate with venues, menu planning and ensuring costs are maintained against budget.
7. Proactively manage all communications both in and out of the Partners, Associate Director and Practice Manager's office; maintaining responsibility for ensuring that matters are actioned in a timely way.
8. Manage own email and Partners, Associate Director and Practice Managers' email as required; responding to or drafting responses as appropriate.
9. Filter, evaluate and prioritise incoming communications (electronic and postal), proactively dealing with queries (including meeting invites) and raising with the Partners/Associate Director/Practice Manager when necessary.
10. Produce/draft outgoing communications and documents as instructed by the Partners, Associate Director and Practice Manager.
11. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of Partners, Associate Director and Practice Manager objectives.
12. Seamless management of stakeholder expectations. Take necessary steps to ensure that team members and business stakeholders are aware of the Partners/Associate Director/Practice Manager’s and your own movements. Ensure all stakeholders receive a consistent, high-quality communication and their expectations are managed.
13. Coordinate and produce accurate compliant documents and correspondence reportsand presentations.
14. Establish and maintain effective work practices with Partners, Associate Director and Practice Managertomanage projects effectively. This includes adhering to the firm’s conflictsprocess,managinginformationbarriers,contributing to the effective management of electronic and hard copy content and active legal project management.
15. Assist Partners and Associate Director 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.
16. Help Partners and Associate Director 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 Associate Director BD objectives.
17. 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.
18. Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.
19. 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.
20. 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.
21. 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
22. Seen as a role model to PEs, PTA in the practice group and office with both technical skills and adherence to the firm’s Business Services support competencies.
23. Excellent organisational skills and management of competing priorities. Effectively delegates administrative tasks to the appropriate person or area of Business Services.
24. Assigned Partners, Associate Director and Practice Manager are satisfied with the level of support they receive and agree that the quality of support you provide meets expectations.
25. Documents produced and coordinated are accurate, comply with Herbert Smith Freehills’ standards and guidelines, and are completed within agreed timeframes.
26. Task based work is consistently completed as requested, within agreed timeframes and is of a high standard.
27. A reputation within the practice group for being an effective, helpful and supportive team member.
28. Colleagues (including all Partners, Associate Director, Practice Manager, PEs/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.
29. A reputation amongst Business Services groups for being an excellent communicator and for working with them to achieve positive outcomes.
30. Compliance with the firm’s and practice group’s policies, guidelines and recommended ways of working.
31. Assigned Partners and Associate Director client contact and activity information is up to date and accurate.
32. Support provided to Partners, Associate Director and Practice Manager on management activities to meet firm objectives (e.g., assisting in WIP, project coordination and internal communications).
33. Partners, Associate Director and Practice Managers' 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.
34. Open to change and willing to accept new ways of working, processes and systems. Leads by example and builds the confidence of others.
35. Actively participate in the firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals.
36. 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
37. 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).
38. Excellent attention to detail and experienced in taking a holistic approach to supporting stakeholders.
39. Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and externally to the firm
40. Demonstrates a strong business sense and can interpret priorities and make sound judgment calls when needed
41. Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances
42. Demonstrated experience working under pressure to meet deadlines in a fast paced environment
43. Excellent client and business focus
44. Strong judgement and problem-solving ability
45. Typing speed minimum of 55wpm with 98% accuracy
46. Intermediate skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word).
47. Basic skill level with Visio.
Please note that applications will close at midday 12pm on Friday 2nd May 2025
Diversity and 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.
Team
Office Operations
Working Pattern
Full time
Location
Belfast
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.