Role purpose
To provide efficient and effective administrative services to fee earners Assigned ( Partners, Senior Associates, and equivalents).
Main responsibilities
1. Proactively manages and coordinates all aspects of tasks assigned meetings, events, travel, etc.)
2. Client intake administration AML, engagement letters)
3. Provides billing support to attorneys
4. Call handling/gate-keeping
5. Proactive complex diary management, call handling, and meeting organization for external meetings (utilizes GAS for internal meetings
6. Manage in-box, and assist with email filing into iManage. As well as supporting hard copy filing
7. Supports client activities and is in direct contact with clients and their assistants
8. Proactively builds and coordinates relationships with E2E services, other BM secretaries, and teams. Utilizes and reviews materials from Service Centers to ensure efficiency and accuracy
9. Document production for urgent jobs which are not suitable to be done by Document Services
10. Proactively manages competing deadlines
11. May liaise with courts and ensure the accurate development of court documentation/bundles
12. Provides administrative support at meetings, capturing outputs and following up as needed. May be assigned specific tasks/objectives for action as outputs of the meeting
13. Supports junior members acting as buddy/mentor
14. Undertakes specific practice group tasks and requirements
About the team
Function
Our Operations function supports and manages the day-to-day operations of the Firm, providing expert and in-market support regarding office management, office services and facilities, real estate management, risk management, and secretarial and administrative services.
This role will report to the Secretarial Services Leader.
The key relationships of this role are with the Fee earners and business professionals within assigned practice area, finance, AML/NBI, DCS, GAS, Secretarial Services Function.
About the candidate
Technical skills, qualifications and experience
15. Good experience working in a legal sector or other professional services environment
16. Proficiency gained through job-related training and work experience
17. Strong technical capabilities across MSOffice Suite Word, Excel, Outlook, PowerPoint, Access, Teams)
18. Strong diary/calendar management skills
19. Strong document management skills
20. Ability to problem solve based on standard ways of operating
21. Ability to manage competing tasks and demands
22. Proactively seek to upskill
23. Ability to establish and maintain effective working relationships; a team player
24. Strong communication skills, both written and verbal
25. Work requires continual attention to detail in completing assignments
Personal qualities
These personal qualities represent the shared characteristics of high performers across Baker McKenzie, regardless of job level and location.
Know-how
26. Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distills a range of possibilities by thinking in a considered, prudent manner
27. Has the capacity to take on new ideas and develop knowledge and think holistically about business and address media, analyst, employee, and client audiences
28. Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with the agility of mind and capacity for analysis and synthesis
Dedication
29. Driven by a strong personal sense of integrity and upholds exemplary quality standards
30. Prepares thoroughly, takes responsibility, uses initiative, and is self-reliant to ensure work progresses to the fullest extent possible
31. Hardworking and diligent with a keen understanding of client demands
32. Demonstrates composure when dealing with difficult situations
Personal Impact
33. Uses complex, coordinated influencing/negotiation strategies, adapted to people, organizations, and/or the situation, networks
34. Leverages direct reports to facilitate increased collaboration across the organization
35. Builds partnerships based on a common agreement that acknowledges individual differences but creates a new commonality beyond root belief large-scale
36. Creates a positive impression at all times; develops relationships through collaboration and reciprocity
37. Negotiates to achieve mutually satisfactory outcomes; shows good judgment on when to stand strong and when to compromise
38. Invests in, nurtures, and builds a network of productive relationships
Humanity
39. Respectful to others, regardless of their position, and earns the respect of others by being transparent
40. Has care and concern for others and a genuine interest in others as people
41. Treats delicate or confidential issues with discretion
Why Join Us?
Baker McKenzie is a truly global law firm. Founded in 1949, we advise many of the world's most dynamic and successful business organisations through our 13,200 people in 74 offices in 45 countries. Yet big does not mean impersonal. We work hard to ensure that everyone knows their role and has the support they need to perform it to the highest standard. Our culture encourages this - how we work, think and behave in a collaborative and fulfilling way.
In London you will be part of a 1,000 person office, which is also our largest office globally. Originally opened in 1961, Baker McKenzie London is well established in the UK as a leading international law firm and is regularly involved in some of the country's most high-profile legal matters. We can offer you the work, pride and experience of being part of a leading law firm but in a local office environment that is hardworking, friendly and supportive.
The strength of the firm and our culture is evidenced by a number of recent awards, including:
42. Thomson Reuters (formerly Acritas' Sharplegal) Global Elite Law Firm Brand Index, 2010- 2022 - ranked 1st
43. The Times Top 100 Graduate Employers 2021-2022: currently ranked 52nd
44. Thomson Reuters ranked the Firm No. 1 for cross-border deals for the last 12 years. More than 70% of our deals are cross-border.
45. For the 14th consecutive year, the Firm was ranked first for deals with emerging market involvement, by both number of announced and completed deals.
46. Law360 ranked the Firm as one of the 400 Largest US Law Firms in in its annual survey in 2020.
47. Identified as one of the Hall of Fame for best law firms for women by Working Mother magazine, 2011-2021.
48. Received a a Gold Award in Stonewall's Global Workplace Equality Index of Top Global Employers for LGBTQ+ Inclusion.
49. Ranked as one of the Top 20 Employers in the 2023 Social Mobility Employer Index.
50. Received Double Certification for earning top marks in the 2022 Corporate Equality Index and Equidad MX of the Human Rights Campaign Foundation.
51. Winner of the Europe Mentorship Programme - International Firm award in the Euromoney Women in Business Law Europe Awards 2021
52. Winner of the Gender Diversity International Firm, Talent Management International Firm, and Work-Life Balance International Firm awards in the