Practice Group Operations Specialist

Baker McKenzie; Tampa (FL); Hybrid; USD 50,000 - 70,000; Full time

Job summary

A global law firm is seeking a Practice Group Operations Specialist to provide operational support for its practice groups. The ideal candidate will have a relevant undergraduate degree and experience in a bilingual professional services environment. Responsibilities include tracking budgets, overseeing meeting logistics, and managing reporting processes. Proficiency in Microsoft Office and excellent communication skills in both Spanish and English are essential.

Qualifications

• Some experience in a bilingual professional services environment, ideally in a law firm.
• Able to work effectively in informal teams and collaborate across functions.

Responsibilities

• Track and maintain Practice Group budgets and expenses.
• Oversee the administrative details relating to practice group meetings.
• Provide a weekly summary of associate productivity and availability.

Skills

Bilingual communication in Spanish and English

Proficient in Microsoft Office

Strong business sense and problem-solving

Attention to detail

Ability to manage multiple projects

Interpersonal skills

Education

Relevant undergraduate degree

Job description

The Practice Group Operations Specialist will provide operational support for the a practice group. The role-holder will assist the Director of Business Management, Americas Practice (the “Practice Director”), with the daily execution of business needs and operation of the Practice Group. The individual will provide direct support to the Practice Director by assisting with tasks related to all operations of the Americas practice group. We are currently seeking to fill the Practice Group Operations Specialist in our Tax, Litigation, and Transactional practice groups. This role may be based in the following US locations: Miami, Dallas, Houston, Tampa, or Chicago.

Main responsibilities

• Work closely with the attorneys and professionals; collaborate with the Firm’s business professionals, including: Talent Management, Business Development, Knowledge Management, Finance/Accounting, Recruiting, LPM, IDE, Pro Bono, and CLE
• Track and maintain Practice Group budgets and expenses
• Maintain Practice Group membership list, track new hires, departures, leaves of absence/vacations, etc., to provide awareness among the broader Practice Group
• Establish a consistent framework for Practice Group meetings and communications, support Firm processes and follow-up on initiatives/action items, administrative tasks, etc.
• Oversee the administrative details relating to practice group meetings and special events (scheduling, logistical planning, distributing invites)
• Support the Operations Manager in managing and enhancing staffing resources, including the Associate Availability Dashboard, Practice Group directory, and other resources to assist PGLs in staffing decisions
• Provide a weekly summary of associate productivity and availability for the week ahead
• Support the development and management of utilization and capacity management reporting and processes
• Run ad hoc reporting requests and liaise with the finance team to answer management queries
• Monitor time entry compliance and subsequent follow-ups with Practice Group timekeepers
• Prepare a monthly financial report/presentation to communicate KPIs with partners
• Support oversight of timekeepers, including assisting Talent Management in associate work availability, recruiting, onboarding, mobility, and performance management processes
• Assist with general department information requests from attorneys and staff
• Ensure implementation of cross-practice and cross-functional initiatives at the Practice Group regional level, across both North and South America
• Coordinate resources from other Business Professional functions supporting the same Practice Group to ensure proper coverage and effective strategy execution

Skills and experience

• A relevant undergraduate degree is required
• Some experience in a bilingual professional services environment, ideally in a law firm, consulting or accounting firm
• Proficient in using Microsoft Office applications, including PowerPoint and Excel
• Excellent oral and written communication skills in Spanish and English
• Effective communication at all organizational levels
• Strong business sense and good judgment in problem-solving
• Able to manage multiple projects with continual attention to detail (including accuracy with numbers)
• Able to work effectively in informal teams and collaborate across practices and across functions in a global organization
• Able to think critically and strategically to provide analysis and recommended solutions
• Able to learn and leverage new technology
• A high level of interpersonal skills to handle sensitive and confidential situations
• Able to interact with individuals at all levels of the organization
• Resourceful, highly organized, detail-oriented, and proactive

Reports to: Business Manager

Travel requirements: Some travel is required

Position type: Regional

Development framework: Specialist