Executive Support Manager

The role

The role holder supports the General Manager Benelux (GM) with the day-to-day operations of the Luxembourg office. This role is crucial in ensuring the smooth execution of identified priorities and day-to-day efficiencies, allowing the GM to concentrate on key initiatives and business strategies.

Working in close collaboration with the GM, the role holder will provide essential delivery support for the Luxembourg office, acting as a trusted advisor to ensure that decisions are well-informed and thoroughly prepared. They will also be a driving force in maximizing alignment with the firm's strategic ambitions.

Additionally, the role includes assisting both the GM and the Office Managing Partner Luxembourg (OMP) in Partnership Management. This involves monitoring the implementation of decisions and providing organizational support for the activities of the OMP and GM. The role holder will prepare communications, including action plans, initiate and monitor follow-up, as well as coordinate and prepare meetings, take minutes, and follow up on action items.

In all activities, the role holder will utilize the firm's full suite of AI tools to drive operational excellence. They will ensure they are well-informed of all opportunities available.

Furthermore, the role requires analyzing information from various sources and collaborating with relevant stakeholders. Regular contact with Partners and Senior Business Professionals is expected, along with developing and maintaining a strong network and good working relationships throughout the firm.

Key Responsibilities

Meeting Management :

• Scheduling and organising various meetings including preparation and follow up (e.g. Board meetings, Partners' meetings, Managers' meetings, Staff Delegation meetings (in French).
• Preparation of meetings and agendas (conducting research, collating and analysing information and data, creating reports, presentations and other documents).
• Participating and producing minutes/action plans.
• Following up on action items, tracking and monitoring the implementation of resolutions.

Operational Governance :

• Responsible for monitoring that the office applies the relevant rules as set out in the Partnership Agreement and other internal rules.
• Providing advice on corporate governance issues and best practices.
• Assisting in the development and implementation of company policies and procedures, where required, and in alignment with global policies and procedures.
• Coordinating and following up on Business Continuity Planning activities across functions.
• Maintaining and updating company records, including shareholder registers and share transfers.
• Coordinating and following up on procurement activities across functions.
• Support in the due diligence on suppliers and in the update of the bank mandates.

Partner and World Firm Issues :

• Support the GM in drafting guidance for new Partners, assisting with partner retirements and monitoring World Firm issues.
• Providing information upon request, in accordance with the applicable procedures, in order to be able to make information regarding Partner issues available to the relevant parties.
• Documentation and implementation of amendments to the Luxembourg Partnership Agreement, if necessary in cooperation with the Partnership Management in London, the OMP and the GM.
• Preparation of draft contracts and correspondence in connection with the entry and departure of partners.
• Contacts and correspondence with the responsible persons of the Partnership Management in London, in particular support of regulatory procedures in connection with the entry and exit of partners on an international level.

Strategy and Business Planning :

• Collaborating with the various departments to supply information, ensure deadlines are met to execute and improve the office planning and control cycle.
• Acting as a liaison between the GM, the board, the managers, and follow-up on the implementation of the firm's strategy.

Internal Communication :

• Preparing communications including business and action plans.
• Responsible for communication regarding Partner meetings, updates to the Partners and/or OMP, updates and appropriate internal communication for the Luxembourg office, in consultation with the OMP and the GM.

Qualifications

Your experience :

• Preferably educated to degree level in the field of business studies and/or economic studies.
• 4+ years of relevant experience, preferably in a professional services firm.
• Experience and affinity with a complex political and decision-making environment.
• Preferably previous experience of planning, overseeing and implementing strategic initiatives.
• A demonstrated ability to cope with high and varying demands, tight schedules, deadlines and demanding internal clients.
• A demonstrated ability to handle sensitive information, processes and (potential) decisions appropriately.
• Confident to work independently and to make effective decisions.
• Ability to think strategically and seek insight and data from varied sources to spot risks, issues and opportunities.
• Comfortable handling management information and other firm data, with proven ability in data analysis to help drive decision making.
• A natural drive to maintain focus on improving processes and the ability to drive initiatives forward.
• Affinity with generative AI tools, with demonstrated ability to use these to drive efficiencies in the work product of oneself and others.
• Excellent organisational and project management skills with the ability to prioritise tasks across multiple projects.
• Excellent written and verbal communications skills (French and English) with the ability to liaise at all levels within the firm and build and maintain strong relationships with various levels of stakeholders.
• High level of skills in negotiating with and influencing internal and external clients and balancing immediate client needs with strategic aims of the firm.
• In-depth understanding of the MS Office suite (Outlook, Word, Powerpoint, Excel).

Company Description

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.