Practice Team Assistant

Job description

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals. Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years. As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs. At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas. We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world. All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours. Herbert Smith Freehills Kramer: Your goals. Our ambition The Opportunity Primary Objectives To provide administrative support to the Practice Executives (PE) and partner/lawyer functions for a particular group or division within Herbert Smith Freehills Kramer Provide support to Office Operations in Luxembourg Primary Responsibilities To provide support to the relevant PE team and fee earning colleagues by assisting them in the following areas: Deliver high quality, accurate work whilst managing and responding to changing and competing priorities. Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate. Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high-quality service and their expectations are managed. Print, photocopy and scan relevant documents as and when required. This includes assisting with the preparation of Court/Counsel bundles, Deeds and fee earner working papers. File relevant documents in electronic or hard copy files as and when required. Assist with partner/lawyer expense claims and other banking related admin in a timely manner. Manage own email including timely response, filing of emails (including hard copy filing where necessary). Manage the entry of timesheets for partners (where relevant) promptly with accurate use of phase and task codes (if required). Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process. Assist with making Intapp client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage. Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports via Expert and rectifying errors and omissions when required. Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers. Assist with quick turnaround document work that cannot be sent to DP. Welcome clients and visitors and assist with the organization of meeting and event logistics, including room bookings, refreshments, equipment, dial-in details, VC set-up and restaurant reservations for client and in-house lunches or dinners. Assist with point-to-point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings. Assist with updating client information and relevant databases, following PE or lawyer instructions. Prepare files for archiving and manage return/retrieval of files following firm guidelines. Provide ad hoc office support, including assisting with incoming mail, answering telephones, booking couriers, maintaining office supply and stationery stock, organising repro/DP submissions, supporting room moves and completing other general administrative duties. Help maintain a clean, tidy and secure office environment, reporting any health, safety or physical security concerns to the Office Manager. Participate actively in the emergency response team and provide support during office emergencies. Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal. 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. Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities. 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: Partners, lawyers, Office Management, GPE and PE team are satisfied with the level of administrative support they receive (including communication of work in progress) and agree that the quality of support you provide meets expectations. Work produced is consistently accurate and completed as requested, within agreed timeframes and is of a high standard. A reputation within the practice group for being an effective, helpful and supportive team member. Colleagues (including lawyers, PEs and Business Services staff) are confident that they can approach you and will receive a level of assistance that is appropriate in the circumstances. A reputation for being an effective communicator and for working with team members and Business Services groups to achieve positive outcomes. Compliance with the firm’s and practice group’s policies, guidelines and recommended ways of working. Actively participate in the firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals. 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 External candidates to have at least 1 year experience in an administrative role Typing speed minimum of 45 wpm with 98% accuracy Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint) Good written and verbal communication skills A demonstrated ability to build effective and trusting relationships with people internally and external to the firm Good organisational and time management skills with the ability to think ahead Ability to multi-task and prioritise competing demands from multiple stakeholders Ability to respond to changing circumstances and work to meet deadlines Good attention to detail Good proof-reading skills Good problem-solving ability Strong teamwork skills Demonstrates proactivity and ability to act on own initiative Fluent in French with high level spoken and written English Team Office Operations Working Pattern Full time Location Luxembourg 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.