Group Practice Executive

Our client a leader in the legal industry is seeking to recruit an experiencedGroup Practice Executive, you will be supporting the Office Manager and play an integral role to the Executive Assistants. Responsibilities: Executive Support Develop a sound knowledge of ALT (globally); the ALT Partners practices and their immediate team. Proactively manage and understand partner 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 Coordinate and assist with global visits/visitors. Diarise, manage, and coordinate lunches and dinners and other events as required, including reviewing venues and menu planning, and ensuring costs are maintained against budget. Proactively manage all communications both in and out of the partners office and maintain responsibility for ensuring everything is dealt with in a timely fashion. Manage own email and partners' and email as required-Respond to communications and draft correspondence as appropriate. Produce/draft outgoing communications and documents as instructed by the partners. Ensure calls and other parties receive a consistent, high-quality service and their expectations are managed. Build and maintain good relationships across the Firm's network and being an information centre/hub for all colleagues. Proactively assist key stakeholders around the business with all queries and requests for collaboration. Help partners build, manage, and maintain strong relationships with internal and external clients and other key stakeholders and their Pas 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. Supervisory Duties Be the first point of contact for a team of PEs, and PTAs for queries regarding work and personal issues. Actively deal with first stage people management issues and queries, ensuring PEs and PTAs adhere to firm procedures and guidelines. Escalate all non-policy decision making queries to the Office Manager. Authorise absences, WFH (Agile 60), overtime and TOIL within set guidelines. Monitor attendance, including time keeping and sickness, deal with first line conversations and alert the Office Manager to any issues that require escalated action. Be a role model for all PEs and PTAs provide mentoring, guidance, and direction to new and junior PE colleagues. Assist with collecting performance related feedback and conduct performance review check-in meetings which include development and training discussions for a team of PEs and PTAs. Participate in the PE and PTA Talent process, by preparing for and attending Talent meetings to discuss and moderate performance. Participate in the recruitment process for PE and PTA roles and subsequent probation reviews. Manage day to day workflow to ensure an even spread of work across the team. Monitor absences and organise appropriate PE and PTA support to provide cover as necessary. Monitor PE/partner and lawyer allocations and adjust where necessary, escalate issues including highlighting pockets of capacity to the Office Manager as appropriate. Organise and chair support team meetings, including drafting an agenda (with input from the Office Manager). Be aware of any issues affecting the group on a day-to-day basis and take appropriate action. Provide support to the Office Manager as required and deputise for them in their absence. Group Administration and other duties Undertaking group administration activities as necessary, organising partner meetings and group meetings, , and taking ownership of the communication and onboarding/welcoming of all new joiners to the group. Assist the Office Manager, the Practice Management team & the Belfast Office Networks in the running and coordination of office wide events including the organisation and preparation of Town Halls Ensuring relevant directories, group lists, documents, organisational charts, and phone lists are up to date. Overseeing email traffic in the group and being the 'gatekeeper' for group wide emails to ensure unnecessary emails are kept to a minimum. Attends group meetings/partner meetings if/when requested takes minutes and chases/follows-up actions. Generate high-level reports and presentations as required, including gathering information from relevant sources within the firm as well as carrying out own research as necessary. Delegate administrative tasks, where appropriate to the PTAs, whilst maintaining overall responsibility for ensuring tasks are undertaken accurately and in a timely manner. 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. 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. Criteria: Demonstrated at least 5 years high level experience as a Secretary/PA working in a professional services environment (legal experience is desired). Previous experience of supervision or leadership of a team of PAs Intermediate to Advanced skill level with Microsoft Office Suite (Outlook, PowerPoint, Excel and Word). Excellent attention to detail. Strong judgement and problem-solving ability. Excellent communication skills, both written and verbal, and can communicate across cultures and any level of the business. Proven high level organisational and time management skills with the ability to think ahead, prioritise the workload and work under pressure to meet deadlines. Skills: Managing team of PA's Executive PA support excellent communication skills