Personal Assistant (Legal) - London
RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.
Through our market leading technical expertise, we enable the world’s digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude.
We now seek a Personal Assistant to support our Legal function, to be based out of the London office.
Role Responsibilities
* A senior level position to provide comprehensive PA support to legal, ethics & compliance and data privacy functions, and to assist in the smooth running of the legal function
* Maintain discretion when working with highly confidential and sensitive matters
* To act as a key point of contact on behalf of the legal team with the internal business/project teams, demonstrating leadership to maintain credibility of and trust in the legal team
* Arranging domestic and international travel arrangements, preparation of itineraries and insurance documentation aligning with the company travel policy
* Diary management
* Assist General Counsel and Senior Legal Counsel with expenses, timesheets, work schedules, electronic file management and storage and creation and maintenance of presentation slides for training and legal updates
* Administration of holiday entitlement for team and holiday calendar
* Responsible for organising, monitoring and maintaining repository of executed client agreements on legal SharePoint
* Responsible for monitoring and maintaining the Legal Register of Executed Agreements, working closely with the project administration teams to ensure this is kept up to date
* Management of the legal inbox and legal task form requests, providing a proactive response, including assisting the Legal team with NDAs and actioning items promptly and efficiently
* Preparation of monthly Board slides, Management Reports and Group Legal Reporting
* Participation in wider legal line initiatives run by Group
* Responsible for the payment of external legal fees; maintaining record of fees on Group tool (Thompson Reuters Legal Tracker) and corresponding budgets
* Maintenance of register of global programmes of insurance
* Assistance in the annual renewals and maintenance of RED’s programmes of insurance
* Assistance with the scheduling of and preparation for RED Group’s board meetings (annual and ad hoc) (board packs, minutes, etc)
* Maintenance of the company secretarial internal files/registers and liaison with external Company Secretarial support to update and maintain company registers
* Maintenance of legal team’s legal tracker of ‘live’ matters
* Assisting in communicating legal, ethics & compliance and data privacy processes and initiatives to the wider administration team and follow up of queries in a proactive manner
* Assist in maintaining data privacy breach register and keeping data privacy framework maintained
* Responsible for diarising the data privacy training initiative and supporting in updating training slides
* Be a data privacy champion to gain a basic understanding of RED’s data privacy programme and key risks
* Actively participate in administration team and legal team meetings
* Assisting the administration and marketing teams to ensure the correct company information is always available in the tender master document and any standard legal responses to RFPs are included for future reference. This should be monitored regularly and updated
* Ensure legal function and company structure organograms are kept up to date and are available on SharePoint
* Attend meetings as requested by the legal function to record minutes, keeping a record of actions and proactively follow up to ensure close out
* Support Ethics and Risk compliance function and assisting in undertaking ethics checks
* Management of company DocuSign licences for the administration team including being the main point of contact with Group to allocate licences as required
* Arranging internal, external and online meetings for the team, including arranging meeting room bookings, catering as required
* Assistance with onboarding and offboarding of team members
* Communication with the team to update them on company updates and processes via 1:1 meetings or team meetings
* Compilation and formatting of reports, presentations etc using company templates, and timely processing of general correspondence
* Checking of documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriate
* Legal Functions SharePoint Champion: general upkeep, monitoring, maintenance and publishing to the Legal team areas; ensure files are given consistent filenames; ensuring no duplicate files; ensuring a logical file structure is maintained
* Maintain Legal team Teams channels in accordance with the company business data management policy
* Support the company Risk Management Committee process as required
* Conduct research into specific matters as required and report findings
* Holiday cover for other admin team members i.e. helping to cover the Office Manager in their absence
* Ad hoc admin support tasks, including becoming an Admin Champion for a specific area
Role Requirements
* Minimum 5 years’ previous Board Director Level PA experience
* Previous experience in a global organisation essential
* Proven experience of fostering a good office environment while closely working with counterparts in UK and global office locations
* Trustworthy and a team player, with a mature approach to tasks and the ability to maintain confidential information.
* Possess exemplary time management, and organisational skills while able to work independently
* Proficient in the management and organisation of busy and complex diary and travel arrangements
* Ability to prioritise own workload
* Accuracy/excellent attention to detail and analytical skills
* Hours flexibility (able to carry out overtime at short notice)
* Excellent interpersonal and communication skills both written and oral
* Proven experience of operating in a structured and process orientated environment
* Ability to delegate and manage junior staff members
* Ability to work to tight deadlines
* Background in consulting or construction (desirable)
* Good understanding of international working and business operations of a global consultancy
Benefits
RED offers a variety of benefits, including but not limited to:
* 23 days annual leave rising to 28 days annual leave over 5 years’ service
* Holiday purchase and buy back scheme
* Hybrid Working
* Contributory company pension scheme
* Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
* Non-contractual bonus awards
* Training sponsorship
* Charity volunteering leave
* Wellness days/ initiatives.
* Salary commensurate with experience.
* Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
* We offer a comprehensive benefits package and are an equal opportunities employer.
*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.