Operations Executive, Intelligence, Security & Diplomacy

London Area, United Kingdom

8/5/2025

Schillings is a multidisciplinary advisory firm with expertise in reputation, privacy and security.

We work with UK and international clients to successfully manage high-stakes opportunities and threats, using a unique combination of capabilities: legal; intelligence; communications; security and diplomacy.

We believe everyone has a right to fair treatment of their reputation, to a reasonable expectation of privacy and to feel safe.

Our experts sit within their specialist team but day-to-day work in multidisciplinary teams solving client problems. They are supported by our business services teams: Clients and Markets, HR, Finance, Risk and Compliance, IT and Client Services.

Because we are a growth business, opportunities appear in all areas and at all levels. We have the largest team of specialist media lawyers in the world, an expanding Intelligence & Investigations team, a growing Critical Risks unit, an evolving Digital Resilience practice, and a new communications agency – Schillings Communications – that will grow significantly in the next three years.

Schillings is a collaborative, fun and welcoming place to work, with a positive culture, strong values and a developed service ethic. We require commitment, diligence, agility and professionalism, and in return provide competitive packages and incredibly stimulating and interesting work. We are committed to sharing learning and creating development opportunities so you can progress your career with us. Our people’s career trajectory and longevity at Schillings is a good example of this: a third of our people have been at the business for over five years. Join us and become part of our story.

Job Title: Operations Executive, Intelligence, Security & Diplomacy (ISD)

Reporting to: Head of Operations

Job Purpose

The Operations Executive will play a pivotal role in ensuring the smooth running of the ISD teams operations. You will be responsible for managing database accounts, managing ISD resourcing, coordinating training, supporting fee-earning research, and handling various administrative tasks. This includes any other ad-hoc assignments as directed by senior members of the ISD team. The Operations Executive will work closely with the ISD Team Director and Head of Fee Earning Operations and Resourcing to support effective team management and ensure smooth day-to-day operations

Key qualities include strong organisational and communication skills, attention to detail, adaptability, and a proactive approach to improving operations.

Role Accountabilities

Resource Management

• Directly supporting matter managers with resourcing by allocating appropriate people to matters based on their capabilities and capacity.
• Proactively managing the allocation of fee-earners to matters, ensuring alignment with their experience, skillset, interests, and capacity.
• Identifying, communicating, and resolving potential resourcing conflicts.
• Continuously monitoring and reporting on work allocation, capacity, utilisation, and upcoming projects.
• Leading the planning and allocation of future/pipeline matters.
• Actively participating in all relevant meetings and being readily available for the team, coming prepared with information and data.
• Overseeing annual leave requests to ensure coverage of matters.
• Cover Resourcing for other teams as required.
  
  

Databases and Software

• Act as the primary point of contact for database accounts, managing communication and support.
• Liaise between external account managers and internal team members.
• Respond to database and service requests.
• Facilitate invoice processing.
• Schedule and coordinate demonstration and training sessions.
• Handle miscellaneous administrative tasks, such as creating logins and triaging issues.
• Administrate the database budget, assisting the team Director/Associates with spend allocation and
  
  

Training

• Liaise with external and internal training providers/databases for ISD.
• Schedule and facilitate training sessions.
• Record training conducted and circulate notes. Maintain an electronic file of all training notes so these can be easily accessed by the team and new joiners.
• Support the L&D Manager in administrating the team’s training budget, assisting the team Director with spend allocation and reporting.
  
  

Subcontractors

• Support the management of the sub-contractors and suppliers used by the ISD team.
• Including liaison with external parties, completing on-boarding and documentation processes, invoice and billing administration, and record keeping.
• Supporting fee earners with building and maintaining relationships with sub-contractors globally to deliver excellence to clients.
• Update our Resourcing software with any new sub-contractors and ensure their time is accurately allocated.
  
  

Knowledge Management

• Facilitate knowledge management in the team.
• Maintain ISD documents and file structure, including collating precedent for proposals, mandates and reports/i2 charts as instructed by senior ISD colleagues.
• Identify and advertise to the team relevant industry knowledge events, webinars, conferences, and written work of interest.
• Support to Clients & Markets team as requested regarding ISD attendance at Business Development events.
  
  

Miscellaneous Team Administration

• Administer internships and work experience placements, liaising with other departments as needed.
• Organise team social activities, including coordinating venues and scheduling, as required.
• Attend monthly operations meetings (i.e. monthly databases meeting) and support with ad hoc related requests.
• Manage the ISD monthly credit card statement, including liaising with ISD team members to match charges to matters.
• Liaise with the finance team on specific budget queries.
• Develop and propose ideas to improve team operations and efficiency.
  
  

Knowledge, Skills And Experience Required

• Familiarity with managing and maintaining database accounts, acting as a primary point of contact, and building strong relationships with account managers.
• Strong organisation and diary management skills; able to identify priorities and manage stakeholder expectations.
• Excellent verbal and written communication skills.
• Familiarity with MS suite of products (Excel/Ppt).
• Strong attention to detail.
• A collaborative team player who enjoys helping others and exceeding expectations.
• Research and data analysis skills beneficial.
• Proactive approach to identifying opportunities for improvement.
• Strong ability to build and maintain working relationships with stakeholders
• Proficient in working with technology platforms.
• Highly adaptable, flexible, and capable of managing competing priorities within a dynamic work environment.
• Demonstrates effective tactical and critical problem-solving skills.
• Excellent communication skills and an active listener.
  
  

Life at Schillings

Given our audacious (and successful) business strategy, it is not surprising that Schillings has a very strong culture. The atmosphere is highly collaborative and focused on excellence. We have worked hard over the years to develop a coaching culture and are remarkably non-hierarchical, especially given our roots as a law firm. Schillings has adopted a set of values to put at the heart of this change and they reflect the intention and tenor of our ambitious plans. They are: ‘Innovative; Bold; United; and Excellent’. Our client list speaks for the outstanding results that have been delivered over many years and the task now is to grow without losing any of the commitment to delivering for clients or the service ethos. Finding people who share our values and can thrive in this environment is key to our success.

It takes a unique mix of people to create something truly great. We appreciate that diversity of thought, background and culture creates the best environment to truly innovate, solve problems and achieve our goals. We welcome candidates from all backgrounds – if you are driven and want to achieve your best then we will give you the platform and support to succeed.

Please let us know if there are any extenuating circumstances we should consider, or any adjustments we may need to make to our selection process, when making your application.

Find our candidate privacy notice here, Candidate Privacy Notice (schillingspartners.com)