Practice Executive - 6 months Fixed Term Contract at Herbert Smith Freehills

Belfast, Northern Ireland, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

08 Aug, 26

Salary

0.0

Posted On

10 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Diary Management, Travel Coordination, Project Management, Stakeholder Management, Business Development Support, Microsoft Office Suite, Communication Skills, Time Management, Problem Solving, Typing Speed, Visio

Industry

Law Practice

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 Responsibilities Plan for and deliver high quality, accurate work whilst managing deadlines, responding to change and competing priorities of all work. Proactively manage and understand Partners and Practice Manager diaries using business knowledge to prioritise commitments. This will include organising appointments, conferences and meetings via multiple methods (videoconferencing, teleconferencing, client office software etc.), considering lead and travel times, and coordinating meeting preparation and post-meeting actions. 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. Coordinate and assist with global visits/visitors. Strong project management experience, including preparing concise project status updates and progress reports for Partners, Associate Director, and Practice Manager. Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing attendee lists, dietary requirements, and managing logistics. Coordinate with venues, menu planning and ensuring costs are maintained against budget. Proactively manage all communications both in and out of the Partners and Practice Manager's office; maintaining responsibility for ensuring that matters are actioned in a timely way. Manage own email and Partners and Practice Managers' email as required, responding to or drafting responses as appropriate. Filter, evaluate and prioritise incoming communications (electronic and postal), proactively dealing with queries (including meeting invites) and raising with the Partners /Practice Manager when necessary. Produce/draft outgoing communications and documents as instructed by the Partners and Practice Manager. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of Partners and Practice Manager objectives. Seamless management of stakeholder expectations. Take necessary steps to ensure that team members and business stakeholders are aware of the Partners/Practice Manager’s and your own movements. Ensure all stakeholders receive consistent, high-quality communication and their expectations are managed. Coordinate and produce accurate compliant documents and correspondence reports and presentations. Establish and maintain effective work practices with Partners to manage projects effectively. This includes adhering to the firm’s conflicts process, managing information barriers, contributing to the effective management of electronic and hard copy content and active legal project management. Assist Partners 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. Help Partners and Practice Manager 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 Practice Manager BD objectives. 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. 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 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. 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. Qualifications, skills and experience 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). Excellent attention to detail and experience in taking a holistic approach to supporting stakeholders. Excellent written and verbal communication skills with a demonstrated ability to build effective and trusting relationships with people internally and externally to the firm Demonstrates a strong business sense and can interpret priorities and make sound judgment calls when needed Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances Demonstrated experience working under pressure to meet deadlines in a fast-paced environment Excellent client and business focus Strong judgement and problem-solving ability Typing speed minimum of 55wpm with 98% accuracy Intermediate skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word). Basic skill level with Visio. An innovative mindset, curious about AI and emerging technologies. Closing date for applications will be 12 noon on Friday 22 May 2026 Team Office Operations Working Pattern Full time Location Belfast Contract type Fixed Term 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.

Responsibilities

Provide high-level executive support to Partners and Practice Managers, including complex diary and travel management. Coordinate business development activities, manage stakeholder communications, and produce professional documents and reports.