Practice Executive

Owen Reed; Greater London; On-site; GBP 42,000 - 60,000; Full time

Job summary

Owen Reed, a leading London law firm, is seeking an experienced Practice Executive to provide high-level support to a busy corporate group. The role is full-time, permanent and based in London.

The Practice Executive will manage diary and travel coordination, document production, matter administration, billing, business development and client relationship support while delivering accurate work to demanding deadlines.

Qualifications

• A minimum of four years’ high-level experience as a Secretary or PA in a professional services environment; legal experience is desirable.
• Minimum typing speed of 55 words per minute with 98% accuracy.
• Intermediate to advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Basic working knowledge of Visio.
• Excellent written and verbal communication skills.
• The ability to build effective and trusted relationships with colleagues, clients and external contacts.
• Strong organisational and time-management skills, with the ability to anticipate requirements and prioritise effectively.
• The confidence to manage changing circumstances and work under pressure to meet deadlines.
• Excellent attention to detail and a strong client and business focus.
• Sound judgement and effective problem-solving skills.

Responsibilities

• Plan and deliver high-quality, accurate work while managing deadlines, changing requirements and competing priorities.
• Produce compliant documents, correspondence, engagement letters, reports and presentations, using central services such as Document Production and the Printroom where appropriate.
• Support partners and lawyers throughout the matter lifecycle, from file opening to closure and archiving.
• Follow conflict-checking procedures, manage information barriers and maintain accurate electronic and hard-copy files.
• Proactively manage complex diaries, using business knowledge to prioritise commitments and resolve scheduling conflicts.
• Arrange appointments, conferences and meetings across multiple platforms, allowing for preparation, follow-up actions and travel time.
• Coordinate detailed domestic and international travel, including transport, accommodation, visas, itineraries and off-site meeting requirements.
• Assist with global visits and visiting colleagues or clients.
• Organise lunches, dinners and events, including venue research, menu planning and budget management.
• Manage incoming and outgoing communications for partners and lawyers, ensuring matters are handled promptly.
• Monitor inboxes, evaluate and prioritise communications, respond to routine queries and elevate important matters when required.
• Draft correspondence and other outgoing communications as instructed.
• Manage telephone calls professionally, take accurate messages and keep relevant stakeholders informed of team movements and availability.
• Coordinate the billing process, including liaising with Revenue, editing bills, managing write-offs and discounts, and preparing final bills and narratives.
• Support alternative pricing arrangements, cross-border invoicing and the achievement of WIP, billing and debtor-day targets.
• Work with and delegate appropriate billing and administrative activities to the PTAs while retaining overall responsibility for completion.
• Assist partners and lawyers with business development activities, including pitches, CVs, credentials and international visit reports.
• Maintain accurate client and business development information on relevant databases.
• Build and maintain strong relationships with clients and their secretaries, acting as a reliable point of contact for the team.
• Ensure filing, timesheets, banking administration, billing administration and WIP reports are completed accurately and promptly.
• Coordinate the return and retrieval of archived files in accordance with firm guidelines.
• Maintain a strong understanding of the Corporate practice, key matters, business issues and relevant developments so that work can be prioritised appropriately.
• Follow firm, office and practice-group policies and procedures.
• Identify opportunities to improve working practices and share more efficient ways of working with colleagues.
• Contribute positively to team meetings, firm initiatives, projects, training sessions and the induction of new starters.
• Take responsibility for professional development, complete recommended training and adopt improved systems and working practices.

Skills

Secretarial experience

PA experience

Microsoft Office

Visio

Communication skills

Organisational skills

Time management

Attention to detail

Tools

Outlook

Word

Excel

PowerPoint

Visio

Job description

Owen Reed is looking for an experienced, proactive and highly organised Practice Executive to join the Corporate Group of a top law firm in London on a permanent contract.

Working Pattern: Full time
Location: London
Contract Type: Permanent

The Opportunity

This is an excellent opportunity for an accomplished Secretary or PA to provide high-level support to a busy team of partners and lawyers. The Practice Executive will manage a varied workload spanning diary and travel coordination, document production, matter administration, billing, business development and client relationship support.

The successful candidate will be confident managing competing priorities, anticipating requirements and delivering accurate work within demanding deadlines. They will also build effective relationships across the firm and provide clients with a consistently professional and responsive service.

Primary Responsibilities

• Plan and deliver high-quality, accurate work while managing deadlines, changing requirements and competing priorities.
• Produce compliant documents, correspondence, engagement letters, reports and presentations, using central services such as Document Production and the Printroom where appropriate.
• Support partners and lawyers throughout the matter lifecycle, from file opening to closure and archiving.
• Follow conflict-checking procedures, manage information barriers and maintain accurate electronic and hard-copy files.
• Proactively manage complex diaries, using business knowledge to prioritise commitments and resolve scheduling conflicts.
• Arrange appointments, conferences and meetings across multiple platforms, allowing for preparation, follow-up actions and travel time.
• Coordinate detailed domestic and international travel, including transport, accommodation, visas, itineraries and off-site meeting requirements.
• Assist with global visits and visiting colleagues or clients.
• Organise lunches, dinners and events, including venue research, menu planning and budget management.
• Manage incoming and outgoing communications for partners and lawyers, ensuring matters are handled promptly.
• Monitor inboxes, evaluate and prioritise communications, respond to routine queries and elevate important matters when required.
• Draft correspondence and other outgoing communications as instructed.
• Manage telephone calls professionally, take accurate messages and keep relevant stakeholders informed of team movements and availability.
• Coordinate the billing process, including liaising with Revenue, editing bills, managing write-offs and discounts, and preparing final bills and narratives.
• Support alternative pricing arrangements, cross-border invoicing and the achievement of WIP, billing and debtor-day targets.
• Work with and delegate appropriate billing and administrative activities to the PTAs while retaining overall responsibility for completion.
• Assist partners and lawyers with business development activities, including pitches, CVs, credentials and international visit reports.
• Maintain accurate client and business development information on relevant databases.
• Build and maintain strong relationships with clients and their secretaries, acting as a reliable point of contact for the team.
• Ensure filing, timesheets, banking administration, billing administration and WIP reports are completed accurately and promptly.
• Coordinate the return and retrieval of archived files in accordance with firm guidelines.
• Maintain a strong understanding of the Corporate practice, key matters, business issues and relevant developments so that work can be prioritised appropriately.
• Follow firm, office and practice-group policies and procedures.
• Identify opportunities to improve working practices and share more efficient ways of working with colleagues.
• Contribute positively to team meetings, firm initiatives, projects, training sessions and the induction of new starters.
• Take responsibility for professional development, complete recommended training and adopt improved systems and working practices.

Qualifications, Skills and Experience

• A minimum of four years’ high-level experience as a Secretary or PA within a professional services environment; legal experience is desirable.
• Minimum typing speed of 55 words per minute with 98% accuracy.
• Intermediate to advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Basic working knowledge of Visio.
• Excellent written and verbal communication skills.
• The ability to build effective and trusted relationships with colleagues, clients and external contacts.
• Strong organisational and time-management skills, with the ability to anticipate requirements and prioritise effectively.
• The confidence to manage changing circumstances and work under pressure to meet deadlines.
• Excellent attention to detail and a strong client and business focus.
• Sound judgement and effective problem-solving skills.

Key Competencies Personal Leadership

• Takes pride in producing consistently accurate and high-quality work.
• Uses initiative and acts without needing to be prompted.
• Remains composed and professional when handling challenging situations.
• Demonstrates the firm’s values and acts as a positive role model.
• Takes responsibility for personal and professional development.

Collaboration

• Builds genuine relationships and maintains a strong internal network.
• Treats colleagues and clients respectfully and communicates positively.
• Understands how individual work affects the wider team.
• Supports colleagues and volunteers assistance when required.
• Maintains awareness of the firm’s objectives, structure and priorities.

Achieving Results

• Works constructively and efficiently, using available resources to find solutions.
• Anticipates potential issues and takes appropriate action.
• Monitors tasks and follows up to ensure work is completed on time.
• Suggests practical improvements and more effective ways of working.

Client Service

• Understands client requirements and works collaboratively to meet them.
• Brings a client-service mindset to every interaction.
• Demonstrates professionalism, diligence and responsiveness.
• Is willing to go the extra mile to provide an exceptional client experience.