Senior Practice Assistant

Baker McKenzie; London; On-site; GBP 80,000 - 100,000; Full time

Job summary

A global law firm in London seeks an experienced secretary to provide first-class administrative support to fee-earners. The role requires extensive experience in a legal environment, high-level secretarial skills, and proficiency in Microsoft Office tools. Candidates should exhibit a proactive and solution-oriented mindset. The firm promotes a diverse and inclusive culture and provides a dynamic work environment.

Qualifications

• Extensive experience in legal or professional services environment.
• Ability to manage complex diary activities.
• Proactive in developing knowledge and skills.

Responsibilities

• Provide first class administrative support and secretarial service to fee-earners.
• Manage in-box and assist with email filing into iManage.
• Proactively manage and coordinate all aspects of tasks related to meetings, events, travel, etc.

Skills

High-level secretarial competencies

Strong document management skills

Excellent written and verbal communication skills

Proficient in Word, Excel, Outlook, PowerPoint, Access, Teams

'Can-do' attitude, proactive, takes initiative

Job description

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To demonstrate secretarial and administrative competencies to the highest level. You will provide first class administrative support and secretarial service to a number of fee-earners (Partners/Senior Associates) as assigned.

Main responsibilities

• Client intake AML, engagement letters, expert Billing support at all levels, WIP review, sending final invoices, collections management, accruals, etc.
• Support client activities and requirements proactively (first contact, resolve basic queries)
• Navigate Service Now for various tasks including document services (typing, formatting), resolution of IT related issues, access to basic financial reporting metrics (SAP)
• Strategic liaison with E2E services ensuring full utilization and coordination of services at all times, reviewing materials as needed before sharing with attorneys
• Document preparation for urgent jobs not suitable for Document Services
• Proactive complex diary management, call handling, and meeting organization for external meetings (utilizes GAS for internal meetings). Acts as a gatekeeper.
• Manage in-box and assist with email filing into iManage, as well as supporting hard copy filing
• Provide administrative support at meetings, capturing outputs, and following up as needed. May be assigned specific tasks/objectives from meetings
• Proactively manage and coordinate all aspects of tasks related to meetings, events, travel, etc.
• Collate and provide feedback with a solution-oriented mindset
• Support local practice group tasks and requirements

About the team

Role purpose

To demonstrate secretarial and administrative competencies to the highest level. Provide first class administrative support and secretarial service to fee-earners (Partners/Senior Associates) as assigned.

Main responsibilities

• Client intake AML, engagement letters, expert Billing support at all levels, WIP review, sending final invoices, collections management, accruals, etc.
• Support client activities and requirements proactively (first contact, resolve basic queries)
• Navigate Service Now for various tasks including document services (typing, formatting), resolution of IT related issues, access to basic financial reporting metrics (SAP)
• Strategic liaison with E2E services ensuring full utilization and coordination of services at all times, reviewing materials as needed before sharing with attorneys
• Document preparation for urgent jobs not suitable for Document Services
• Proactive complex diary management, call handling, and meeting organization for external meetings (utilizes GAS for internal meetings). Acts as a gatekeeper.
• Manage in-box and assist with email filing into iManage, as well as supporting hard copy filing
• Provide administrative support at meetings, capturing outputs, and following up as needed. May be assigned specific tasks/objectives from meetings
• Proactively manage and coordinate all aspects of tasks related to meetings, events, travel, etc.
• Collate and provide feedback with a solution-oriented mindset
• Support junior secretarial staff, mentoring/budding
• Undertake support of local practice group tasks and requirements

Travel requirements: None

About the team

Function

Our Operations function supports and manages the day-to-day operations of the Firm, providing expert support regarding office management, services, facilities, real estate, risk management, and secretarial and administrative services.

You will report to: Secretarial Services Leader

Your direct reports, if any: None

Key relationships: Fee earners, business professionals within practice areas, finance, AML/NBI, DCS, GAS, Secretarial Services

About the candidate

Technical skills, qualifications, and experience

• Extensive experience in legal or professional services environment
• Advanced and specialized expertise through training and work experience across multiple practice areas
• 'Can-do' attitude, proactive, takes initiative
• High-level secretarial competencies
• Ability to manage complex diary activities
• Strong document management skills
• Passionate about collaborating with internal clients and stakeholders
• Proficient in Word, Excel, Outlook, PowerPoint, Access, Teams
• Excellent written and verbal communication skills
• Highly organized
• Understanding of Client Service importance
• Proactive in developing knowledge and skills
• Solution-oriented, able to handle complex activities
• Leads by example
• Exercises independent judgment and escalates issues effectively

Personal qualities

Characteristics of high performers:

• Ability to identify issues, anticipate needs, think prudently
• Capacity to learn and develop knowledge holistically
• Flexible, analytical, and synthetic thinking skills

Dedication

• Strong integrity, high standards
• Thorough preparation, responsibility, initiative, self-reliance
• Hardworking, diligent, client-focused
• Composed under pressure

Personal Impact

• Effective influencing and negotiation skills
• Leverages team to enhance collaboration
• Builds partnerships, positive impression, collaborative relationships
• Negotiates mutually satisfactory outcomes
• Develops and nurtures professional networks

Humanity

• Respectful, transparent, discreet
• Genuine concern for others

Why Join Us?

Baker McKenzie is a global law firm with a diverse and inclusive culture, supporting and fostering collaboration and high standards. Our London office is a major hub, involved in high-profile legal work, offering a dynamic environment with numerous awards and recognitions.

We welcome direct applications and are committed to diversity, equity, and inclusion, with active networks and initiatives supporting these values.