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Practice Executive

2 weeks ago

County Dublin, Ireland Firstaff Personnel Consultants Ltd Full time

Executive Assistant/PA ***Legal background*** Location: Dublin 2 Hours: 9.30am-5.30pm (with flexibility to work outside normal working hours, as required) Salary: €55-60 K Neg DOE Hybrid Working: Up to 2 days working from home.
Our client is an international law firm providing innovative legal solutions to clients worldwide.
They are seeking to hire an experienced Practice Executive to join their growing team in Dublin.
The ideal candidate will have previous experience working in a similar role in a legal environment.
The role is versatile and requires a proactive individual with a flexible approach.
In this role as a Practice Executive, you will demonstrate the skills to be process and solution driven, excellent attention to detail, and the ability to build strong relationships and remain calm under pressure.
Essential Skills & Experience: Previous experience working in a secretarial or PA function within the legal sector.
Experience working across commercial, litigation, corporate, and employment law practice areas A can do attitude, willingness to learn and expand knowledge and skills within the role.
Flexibility as to hours and committed to taking ownership of your responsibilities.
Ability to build and maintain effective relationships with individuals at different levels of seniority in a matrix structure.
Excellent phone manner coupled with the ability to communicate clearly and listen effectively.
First-class administrative skills, attention to detail and accuracy Problem-solving skills.
Committed to self-development and continuous self-learning.
Proven ability to work effectively as a team player.
Ability to stay calm in often demanding situations and work well under pressure.
Key Duties & Responsibilities Diary/Calendar Management and Travel Arrangements Excellent levels of competence and judgment in managing diaries and travel for all stakeholders Understanding stakeholders preferences in terms of diary and travel management and providing proactive reminders of meetings and events.
Initiating and managing regular catch-ups to monitor diary activity with emphasis on proactively planning and preparing for upcoming events e.g. key client meetings, client training/seminars etc Supporting Marketing & Business Development attending meetings and taking minutes, formatting, assisting in the production of articles, pitches, and marketing material, updating and maintaining contact mailing lists, and event organisation Providing support to stakeholders that hold marketing or management responsibilities, to include assisting in the organisation of group calls and retreats.
Taking an active role in meetings; creating agendas, minute-taking and circulating minutes with relevant action points.
Supporting the Marketing and Business Development team with directory submissions.
Ensuring stakeholder contacts & mailing lists are updated and maintained Partnering with the stakeholder to create and maintain a digital marketing presence, to include; maintaining stakeholders biographies, aiding in the producion of newsletters/articles, website content and publications to clients.
Involved in supporting the MBD team with larger pitches using pitching tools/templates Client and Matter Management Providing administration support on client and project management Organising team calls, preparing agendas, taking notes etc Producing client reports and details as required by the client Providing information to stakeholders to support the development of client relationships.
Attending onboarding meetings for new clients, demonstrating an understanding of client specif Monitoring of client activity i.e. volume discounts, panel appointments and rate card reviews.
Supporting the stakeholder and client with matter/project management functions using Fibonacci platform or Excel project management templates.
Practice Administration Stakeholder practice administration ensuring accurate time recording, billing cycles and credit control processes, to include attending work in progress meetings and assisting with the processing of pre-bills.
Ensuring client and matter conditions are met e.g. financial caps, discounts, delivery of bills etc.
Updating clients on financial matters and ensuring client reports are delivered on time.
Ensuring that client information and matters are shared with all the appropriate teams/individuals.
Managing supplier invoices and tracking for efficient billing purposes.
Developing relationships with clients and act as the point of contact for late payment notifications.
Skills: Legal background*