Specialist, Marketing & BD Operations

Position Summary

The Specialist, Marketing & BD Operations plays a key role within the M&BD Operations team, enabling the wider Marketing & Business Development function to operate efficiently, consistently and at scale while delivering against its goals and strategic priorities. The Specialist provides high quality operational, analytical support across our core M&BD domains helping to ensure that work is delivered smoothly, accurately, on time and in line with firm standards. In addition to day to day operational delivery, the Specialist will be required to apply specialist knowledge of M&BD methodologies, tools and best practices to improve quality, consistency and efficiency across M&BD operations. The Specialist will also take the lead overseeing the London team of coordinators, responsible for the quality of their output, the workflow, training and L&D and developing stakeholder relationships. The Specialist will help to drive and deliver initiatives and will take ownership of defined M&BD Operations projects. They contribute to cross functional initiatives, supporting the delivery of process improvements, system enhancements and new ways of working. Through mentoring and coaching, the Specialist also supports the development of coordinators and junior colleagues to help raise the overall capability and quality within the team.

Duties and Responsibilities

Business Operations Support and Advisory

• Collaborate with business leaders, M&BD colleagues and cross-functional teams across the Firm to provide specialist advice and support on Business Operations matters.
• Identify opportunities to enhance operational efficiency, improve service delivery and reinforce consistent processes and standards.
• Provide professional support in developing practical and innovative solutions to complex operational problems and challenges.
• Co-ordinate and review work within the team, providing guidance and support to less experienced colleagues.
• Lead or support the London Co-ordinator team, including workflow allocation, quality control, mentoring, training and learning and development.

Operational Projects and Continuous Improvement

• Participate in the planning, implementation and evaluation of operational projects and initiatives designed to drive operational excellence.
• Support process-improvement initiatives, system enhancements and the rollout of new capabilities across M&BD Operations and related business-services functions.
• Collaborate with cross-functional teams to analyse operational impacts arising from changes such as new systems, processes or policies in Finance, Marketing and People/HR.
• Use findings from operational analysis to inform the design and delivery of optimisation projects, scalable processes and innovative solutions.
• Stay informed of industry trends, emerging technologies and Business Operations best practice, proactively identifying relevant improvement and innovation opportunities for senior leaders.
• Develop, maintain and share process documentation, guidance materials and training resources that support consistent ways of working.

Strategic Planning, Client Cultivation and CRM

• Gather, organise and interpret research on priority clients, prospects, markets and industry developments to support client targeting and strategic-planning activity.
• Maintain accurate client lists, contact records, CRM data and records of client interactions to enable effective planning, outreach, monitoring and reporting.
• Act as a subject-matter resource for CRM data quality, usage and compliance with agreed processes and standards.
• Lead or support the co-ordination of client meetings, events, follow-up activity and client-feedback processes.
• Share insight and knowledge with junior team members to build their ability to support key-client and industry initiatives.

Proposals, Pitches and Credentials

• Lead the preparation and co-ordination of pitches, proposals and capability statements, including gathering biographies, deal lists, credentials and other supporting materials.
• Manage deadlines, document formatting, review processes and submission requirements for proposals and pitches.
• Maintain and improve pitch templates and standard materials to ensure they remain current, accessible, consistent and high quality.
• Ensure pitch outcomes and credentials are accurately captured and maintained to support reporting, business development activity and continuous improvement.
• Provide guidance to Co-ordinators on pitch, proposal and credentials processes, quality standards and best practice.
• Train new team members and mentor junior colleagues across the full proposal cycle.

Rankings, Awards and Brand Positioning

• Lead legal-directory submission cycles, including research, drafting submissions and award entries and co-ordinating the collection of partner input and client referees.
• Maintain accurate tracking logs for submissions, deadlines, outcomes, rankings and awards.
• Manage repositories for rankings, awards and related materials, ensuring data quality, consistency and accessibility.
• Support the ongoing development and improvement of external-submission processes to strengthen brand positioning, operational efficiency and data integrity.

Reporting, Governance and Compliance

• Oversee the preparation of Business Operations reports, presentations, dashboards and reviews for internal stakeholders and Business Operations leadership.
• Track key performance metrics, activity logs and operational data to support monitoring, decision-making and evaluation of projects and initiatives.
• Assist with regular reviews of operational processes and procedures across People, Marketing and Finance to promote accuracy, effectiveness and compliance with applicable regulations, Firm policies and operational standards.
• Ensure that records, documentation, calendars and planning tools are accurate, current and maintained in accordance with Firm requirements.
• Escalate atypical, complex or material issues to senior management as appropriate.

Qualifications

• Bachelor’s degree or equivalent experience. Relevant professional certification or qualification is advantageous where appropriate to the discipline.
• Specialist-level knowledge in Marketing and Business Development Operations or another relevant operational discipline, together with good knowledge of related disciplines.
• Demonstrated experience in one or more M&BD areas, such as client cultivation, research, strategy and planning, CRM, pitch support, market analysis, reporting, performance management, legal-directory submissions or brand building.
• Sound analytical and problem-solving skills, including the ability to independently conduct detailed analysis, investigate issues and identify practical solutions within an established framework.
• Strong attention to detail and commitment to accuracy, consistency and high-quality operational delivery.
• Ability to manage competing priorities, co-ordinate workflows, meet deadlines and work effectively in a fast-paced environment.
• Clear written and verbal communication skills, with the ability to engage effectively with colleagues, business leaders and, where necessary, external stakeholders.
• Strong interpersonal skills and the ability to build trusted relationships across functions and levels of seniority.
• Experience supporting, coaching or supervising junior professionals or Co-ordinators.
• Understanding of how Business Operations supports Firm strategy, practice-group objectives and cross-functional delivery.

Preferred Skills and Experience

• Experience in a professional-services, legal-services or similarly complex international organisation.
• Experience leading operational projects, system implementations or process-improvement initiatives.
• Experience with CRM platforms, reporting tools, data analysis or workflow-management systems.
• Experience with legal-directory submissions, awards programmes, pitch management or credentials databases.
• Knowledge of Finance Operations, People/HR Operations or other business-services functions.
• Demonstrated ability to identify and apply emerging technologies, data insights or automation opportunities to improve operational processes.
• Experience developing training, process documentation or knowledge-management materials.

Location

• This role is based in London.
• Our standard office hours are 09:30-18:00, with a requirement for 4 days (Monday to Thursday) in the office per week.

Firm Benefits 

We offer a flexible range of benefits, services and programmes designed to help support your lifestyle requirements. Some of the benefits currently available include: 

• Private medical insurance 
• Pension plan with matched employer contribution up to 7.5% 
• Yearly wellbeing fund 
• Income protection 
• Life insurance 
• Critical Illness insurance 
• Private GP services 
• Travel insurance 
• Dental coverage 
• Cycle to work 
• Holiday purchase (available during annual enrolment) 

This role reports to

Equal Opportunities

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.