Description
About Ashurst
Ashurst is a leading progressive global law firm with a rich history spanning more than 200 years. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law. To find out more please visit www.ashurst.com .
Department / Role Overview
The Practice Executive (PE) will provide high level, proactive business support to Ashurst Risk Advisory's Partners. The PE supports the practice by providing assistance with business development support, operational performance and other complex business support duties, including the handling of confidential and sometimes legal privileged information. The PE's role includes the management of complex diary and travel arrangements, manages the monthly billing requirements, and supporting the planning and execution of client campaigns and assists with events and client presentations. PEs play a pivotal role in the team and ensure that support services to risk advisory staff are delivered by the most appropriate staff or team, including the Central Services Hub (CSH) who manage all basic and business as usual (BAU) administration tasks.
Main Responsibilities
- Managing the Partner calendars, including coordinating and facilitating meetings, events and schedules on their behalf and key members of the team.
- Outlook management to ensure organisation of inbox. Monitoring and managing inboxes, using initiative to re-route or prioritise, and action or draft response for review in order to reduce volume. Eg.Inbox filing and flagging relevant information to the Partner.
- Communicating with clients directly, screening calls and providing responses - both internal and external.
- Extensive travel planning. Arranging travel and accommodation and resource requirements, and preparation of relevant documents (booking flights, hotels, itinerary, etc).
- Arranging client secondments and various meetings.
- Assisting contractors within the team.
- Assisting with the design and content of powerpoint presentations.
- Proactively identifying opportunities for continuous improvement in relation to administration management and processes and updating when required.
- Monthly client billing management, manage, track and coordinate the review of Work in Progress and matter billings with the relevant directors.
- Creating or amending written or dictated bill narratives.
- Matter management, including conflict checks, new matter openings, preparation of engagement letters and fee estimates
- Managing and coding expenses with the firms expense portal.
- Ensuring appropriate file management systems are in place, including the filing of emails.
- Building professional networks and effective working relationships with internal stakeholders and Practice Executives/Executive Assistants, and counterparts in external client organisations.
- Develop and maintain a good commercial awareness of the practice and clients.
- Attending client meetings when required to reinforce business contacts and take notes, actions points for follow up.
- Assisting with coordination and on the ground preparation of small client events and liaising with the events team to source venues, invitations, arranging resources, seat planning, communications and presentations, etc.
- Efficient and effective use of precedent databases for research, pitches, fee proposals and presentations, business development plans, etc.
- Assisting with preparing and drafting documents, correspondence, presentations and pitch documents, undertaking research and analysis as instructed.
- Monitoring and managing inboxes, using initiative to re-route or prioritise, and action or draft response for review in order to reduce volume.
- Coordinating, or delegating as appropriate, meeting requirements (room bookings, attendee invitations, resources, catering), including scheduling arrangements across time zones.
- Responsible for proactively progressing and implementing outcomes identified from client relationship plans i.e. diarising/setting up monthly calls, follow up actions.
Risk and Control: Ensure that all activities and duties are carried out in full compliance with our regulatory requirements and internal policies.
Essential Skills And Experience
- Experience with extensive calendar and outlook management.
- Experience with complex travel requirements.
- High degree of forward planning and strategic thinking.
- High degree of initiative, pro-activity and problem solving skills, with a willingness to take ownership for the completion of tasks/projects and deliver innovative solutions to improve systems or work practices.
- Commercial acumen, with the ability to understand the commercial drivers of a risk consulting practice, interpret data and apply client knowledge when supporting partners with practice management.
- A client focused approach including the ability to grow a network of professional relationships with counterparts in client organisations as well as with internal stakeholders and colleagues around the firm.
- Excellent organisational skills with an ability to juggle conflicting priorities
- Strong written communication skills and keen attention to detail, with the ability to draft correspondence, presentations, pitch documents and slide packs quickly and accurately.
- Resilience, with the ability to thrive in the context of continuous change and effectively work with challenging clients or stakeholders.
- Strong influencing skills, with the ability to respectfully manage upwards with stakeholders.
- Effective delegation skills including taking responsibility for providing timely feedback in a constructive way if work deliverables are not in line with expectations.
- Positive role model of the firm's Values.
- Research skills and business systems knowledge
- Confident in carrying out internet research and analysing client material.
- Strong understanding of billing procedures, and working knowledge of Elite 3e/a similar billing system.
- Advanced level skills in MS Word, Outlook, PowerPoint and Excel.
Desired Skills And Experience
- Previous experience in a senior administration/Executive Assistant role in a consulting or other professional services environment or corporate environment.
- Previous exposure to, or a demonstrated interest in, Business Development and research.
- Previous experience in roles requiring a high degree of confidentiality and professional discretion.
- Relevant academic qualification or certification at university/TAFE/professional business college, or has equivalent professional experience.
Background checks
In order to comply with regulatory and client requirements, Ashurst will undertake appropriate vetting of staff. When applicants accept a job offer, Ashurst, alongside a specialist provider, will undertake professional verification and background checks. These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations.
Notice for Recruitment Agencies
Ashurst aims to fill vacancies directly whenever possible. However, if we do need to engage with agencies, we only work with those on our preferred supplier list (PSL) and will not consider unsolicited applications from agencies not on this list for this role.
