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PA & Team Assistant

This job has been filled.

£15.00 - £16.00 per hour
London-City & Docklands
ROC Executive
Temporary
13-08-2019 12:37 PM
CFLEG
Clare Oliver
To provide PA support to the Executive and Senior Directors within the EMEA Legal and Compliance team in addition to providing administrative support to the wider team members on a daily basis to ensure that their needs are met at all times.

Key Responsibilities

*Answering the telephone as and when required, taking messages and fielding calls where appropriate.
*Extensive diary management for Senior Team in addition to inbox management where necessary.
*Arranging internal/external meetings, conference calls/ online WebEx sessions for the Senior Team; includes using the internal software for room bookings where required, circulating dial in details as appropriate and arranging catering/ supplies as needed.
*Accurate input of expenses into financial system and making sure they are billed to the correct project/departments.
*Preparing and amending presentations, minute templates, memos, legal documents and letters when required.
*Database management - collating information on a quarterly/ annual basis for various updates within the EMEA region and keeping records/ files within the shared resource folder for reference.

*Liaising with travel company (or using online booking system) to book flights, train tickets and hotel accommodation. Recording appropriately in diaries and creation of itineraries.
*Carrying out filing for the team as and when necessary including archive management of both electronic and paper filing.
*Manage the Legal intranet site for the wider business ensuring all documents are up-to-date and contain accurate information. Edit and update the Legal only access intranet site for the EMEA Lawyers.
*Other general office duties e.g. absence recording, stationery orders, on-boarding champion duties.
*Circulation of updated information to the EMEA legal team, such as information on changes of documents or templates, requesting annual updates or confirmations on policies and providing general updated to the wider team.
*Charity Initiatives - Assist in collating ideas for charity initiatives for the department. Arranging resources required and informing the wider business of the scheme.
*Event Management - Social events for the local team, sourcing venues and different event ideas.
*Assisting the Paralegal where necessary on corporate matters such as executing legal documents, arranging for signatory and legalisation.

Person Specification/Requirements

*Excellent communication and written skills
*Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
*Maintain a positive attitude towards routine tasks
*Diligent with accurate and exceptional attention to detail
*Pro-active and forward thinking, enjoys working autonomously and as part of a wider team
*Confident and assertive where required
*Able to liaise with various levels of seniority with ease
*Good interpersonal skills
*Sociable and outgoing
*Flexible approach to work
*Understands and appreciates the importance of using discretion
*Team player who deals effectively with colleagues and clients
*Excellent IT skills (Word, Excel, MS Outlook, PowerPoint with previous use of WebEx systems advantageous).
*A good standard of education - A levels or equivalent
*Minimum 3 years' office experience preferably in a corporate environment. Previous experience within legal or real-estate would be preferred.

EQUAL OPPORTUNITIES
We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.

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