We have a fantastic opportunity within our Commercial and Legal team for a proactive Personal Assistant
The successful candidate will be a proactive and organised individual who takes the initiative in organising the director's diary, expense management, travel, and additional ad hoc projects. For the legal team, you will support in contract management, law firm invoice management, owner of the legal intranet page, and cyclical legal tracking and reporting.
Responsibilities
To the director -
1. Provide confidential administrative and PA support to the director and legal team.
2. Assess and determine priorities and actions in liaison with the director, ensuring that appropriate action is taken within timescale to resolve problems.
3. Organise meetings with staff members, members of the Board, and key external customers.
4. Take a proactive approach to ensure that the director and/or legal team is fully prepared and briefed for all engagements, both internal and external.
5. Maintain the director's files, records, and documentation in an organised and systematic manner, both paper-based and electronic, ensuring it is kept up to date.
6. Review and summarise miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
7. Prioritise and manage multiple projects simultaneously, following through on issues in a timely manner.
8. Implement arrangements to support the daily activities of the director, including travel arrangements, arranging functions, and other professional activities supporting their work.
9. Manage high-level coordination between staff at all levels of the organisation to produce papers and reports with key stakeholders.
10. Ensure that all company and Board meetings are properly convened, constituted, conducted, and recorded.
11. Take necessary steps to ensure that all decisions made are communicated to the relevant parties and that actions are taken forward and implemented.
12. Ensure that Board members have the information and support they require to operate effectively, which may include coordinating overseas visits.
13. Deal with and support other general administrative matters as agreed and undertake any other reasonable tasks as requested by the director and/or legal team.
14. Provide exemplary leadership in full support of our Perfect Delivery philosophy and values.
To the legal team –
Contract management
* Processing contracts for signature.
* Archiving electronic and hard-copy contracts and maintaining a deeds register.
* Checking powers of attorney to ensure who can sign documents and when powers of attorney need updating.
* Running comparisons of documents (e.g., in MS Word or Literia) and checking changes between documents.
* Maintaining document storage for legal documents, know-how, and advice.
* Collation of key data from contracts.
Management of law firm invoices
* Liaising with external law firms.
* Gaining approvals/cost codes.
* Monitoring legal spend against estimates and budgets.
* Managing the legal content on the MSI intranet.
* Version control and tracking when updates are required to standard forms, training, and guidance.
* Liaising with others to ensure documents are regularly reviewed.
* Liaising with other group companies to ensure alignment.
Legal operations
* Coordinating elements of the monthly legal report and other legal updates.
* Supporting legal training, e.g., organising briefing emails and training sessions, liaising with law firms when receiving training.
Requirements
1. Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment, and discretion in handling internal and external contacts.
2. Experience of diary management/researching and booking of travel and accommodation.
3. Experience of successfully working with senior management.
4. Must be proficient with the keyboard and ICT applications; expert level in the use of Outlook, intermediate level in the use of Word, Excel, and PowerPoint.
Key personal attributes
1. Enjoys taking ownership of tasks and actions and is a recognised self-starter.
2. Strong influencer with an ability to manage their director and stakeholders while remaining calm and professional.
3. Seeks best-fit solutions to challenges and situations.
If this role feels like a great fit, don’t delay in applying as the role can be subject to closing earlier if we find the right candidate.
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