JOB DESCRIPTION At Herbert Smith Freehills Kramer, 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 many are incredibly longstanding. And we enjoy breaking new ground, as we have for over 100 years.
We are where you need us to be. We are in the world's largest markets, key financial centres and major growth hubs. Our international footprint is extensive and committed.
We are at our best tackling complexity and navigating change. We work alongside you on demanding contentious matters, 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, ESG, infrastructure and resources. And we're focused on areas of growth that affect every business across the world, including technology and digitalisation.
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.
Your goals. Our ambition.
The OpportunityKey ResponsibilitiesPlan for and deliver high quality, accurate work whilst managing deadlines, responding to change and competing priorities of all work.Proactively manage and understand Belfast based Partners and London based 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 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.Key Performance IndicatorsSeen as a role model to PEs, PTA in the practice group and office with both technical skills and adherence to the firm’s Business Services support competencies.Excellent organisational skills and management of competing priorities. Effectively delegates administrative tasks to the appropriate person or area of Business Services.Assigned Partners and Practice Manager are satisfied with the level of support they receive and agree that the quality of support you provide meets expectations.Documents produced and coordinated are accurate, comply with Herbert Smith Freehills Kramer standards and guidelines, and are completed within agreed timeframes.Task based work is consistently 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 all Partners, Practice Manager, Senior Management, PEs/secretaries 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 amongst Business Services groups for being an excellent communicator and for working with them to achieve positive outcomes.Compliance with the firm’s and practice group’s policies, guidelines and recommended ways of working.Assigned Partners client contact and activity information is up to date and accurate.Support provided to Partners and Practice Manager on management activities to meet firm objectives (e.g., assisting in WIP, project coordination and internal communications).Partners and Practice Managers' appointment schedules run smoothly, their travel itineraries support business requirements, preparatory support is provided, and their needs are anticipated and managed whilst out of the office.Open to change and willing to accept new ways of working, processes and systems. Leads by example and builds the confidence of others.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 and ExperienceMinimum 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 neededProven 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 environmentExcellent client and business focusStrong judgement and problem-solving abilityTyping speed minimum of 55wpm with 98% accuracyIntermediate skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word).Basic skill level with Visio.Note: Applications close midday (12:00pm GMT) on Monday 26 January 2026TeamOffice OperationsWorking PatternFull timeLocationLondonContract typePermanent ContractDiversity & InclusionWe 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.
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