About us
The Fidelis Partnership is a leading specialty, bespoke and (re)insurance business. We have built our name on a 40-year track record of outperformance, and we continue to beat the market in our underwriting and returns. More information on The Fidelis Partnership can be found at www.fidelispartnership.com/
The Company currently writes lines of business including; specialty insurance: aviation & aerospace, energy, marine, property, terror & political violence, contingency and other specialty lines; reinsurance: property reinsurance, property retrocession, specialty reinsurance, whole account/multi-class and bespoke.
Role Overview
The EA / Legal Coordinator will provide executive support to the Group General Counsel, manage legal documents, assist with company secretarial tasks, support board reporting, manage legal budgets and invoices, liaise with external law firms, and provide administrative support to board directors and independent non-executive directors. This position will require a high level of organisation, attention to detail, initiative, and excellent communication skills to ensure successful project delivery and legal compliance across the organisation.
Please note, this role is a 12 month FTC and will require a fulltime office presence.
Role Responsibilities
Executive Support:
* Executive Support to Group General Counsel and Group Head of Compliance.
* Manage Group General Counsel priorities, deliverables, actions, and follow-ups.
* Provide gatekeeping and meeting management for the Group General Counsel.
* Manage Group General Counsel's calendar, appointments, travel, expenses.
Legal Team and Co-Sec Support:
* Manage legal document collation and management, including maintaining an organised filing system, tracking document versions, and ensuring timely execution of legal agreements.
* Collaborate with other departments within the organisation to support legal initiatives and ensure legal compliance across the company.
* Support the development and implementation of legal policies and procedures to ensure best practices are being followed.
* Participate in training and development opportunities to enhance knowledge and skills.
* Help with Teams’ travel planning, booking flights/hotels/taxis.
* Coordinate team training internally and externally.
Board and Director Support:
* Manage the Board Calendar, ensuring dates are set in advance of meetings, arranging any extraordinary meetings, coordinating dial-in details, and ensuring room management is arranged for in-person meetings.
* Managing Board calls, this can be last minute requests and across different time zones.
* Manage the Board Inbox, ensuring all correspondence from internal and external stakeholders are dealt with in a timely manner, flagging any urgent or sensitive matters to Group General Counsel.
* Assist Co-Sec and legal team with standing agenda items, outstanding actions, signing of minutes, and setting up Board Paper tracking system.
* Build board materials using Boardvantage, ensuring that all documents are up-to-date and accurate.
* Troubleshoot any issues with Boardvantage and provide training and support to the legal team and other stakeholders as needed.
* Liaise with Boardvantage on contract matters, ensuring that the organisation receives value for money and that the service meets the needs of the legal team and the board.
* Manage distribution lists for board materials, ensuring that the appropriate stakeholders receive the necessary information to deadline.
* Liaise with the company secretarial team and other stakeholders to ensure that all board meetings run smoothly and efficiently.
* Attend board meetings/dinners as needed, providing administrative support to the legal team and other stakeholders.
* Project management any Board related events, board meetings, ensuring all logistics, catering and event management is handled end to end.
* Book External Directors (NEDs) flights / hotels / taxis ensuring seamless travel.
Legal Budgets and Invoice Management:
* Manage legal invoices, accruals, and budgets, ensuring that legal expenses are accurately recorded and monitored.
* Provide regular reporting on legal spend, highlighting any significant variances or trends to the Group General Counsel.
* Ensure compliance with the company's financial policies and procedures in relation to legal spend.
* Monitor legal spend against budget and work with the legal team to manage costs and identify areas for savings. Track the Legal budget spend on new excel spreadsheet to manage spend with law firms.
* Review and improve legal spend management processes and procedures, implementing best practices where appropriate.
* Liaise with external law firms on invoices and costs, negotiating fees where appropriate and ensuring that the organisation receives value for money.
* Assist with ensuring invoices are approved by yourself and the Group General Counsel on SAP in a timely manner.
Fire Warden, Safety and Environmental responsibilities:
* Ensure all staff understand the role they play in relation to incidents and emergencies.
* Act as Fire Warden for Fidelis in the event of an evacuation in the building.
* Champion the continuous commitment to the Fidelis Environmental policy by embracing green initiatives, monitoring waste, improving recycling, and procuring sustainable products and services where possible.
* Contribute to ensuring staff abide by the security processes in place for each building.
The EA / Legal Coordinator will have the opportunity to work in a dynamic and fast-paced environment, collaborate with internal and external stakeholders, and play a critical role in supporting the legal team and ensuring legal compliance across the organisation. This is a senior and busy role that requires a high level of organisational and administrative skills. The successful candidate will be able to work on challenging projects and initiatives, contribute to the success of the legal team, and advance their legal career in the insurance industry.
Skills & Experience
* At least 5 years of experience in a legal support role, preferably in the Legal or insurance industry.
* Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously.
* Excellent communication and interpersonal skills with the ability to build relationships with stakeholders at all levels.
* High level of attention to detail and accuracy.
* Proficient in Microsoft Office Suite and legal document management software (Change Pro, Intralinks, Boardvantage).
* Understanding of legal terminology and procedures.
* Ability to work independently and as part of a team.
The Fidelis Partnership Ethos
Our culture is defined by our ethos. It is the foundation of who we are and the core of everything we do.
* Results – We want to be the best at the things we care about, so we focus on profitability over volume, with responsive decision-making and clear prioritised accountability.
* Innovate – We aspire to lead the market in providing the services and products our clients need, and to drive change in the broader impact our industry has on human rights, society, and environmental sustainability.
* Include – We create an environment where employees can bring their whole self to work, with open communication where everyone, irrespective of gender, ethnicity, sexual orientation or background, feels able to contribute ideas and be recognised and rewarded for their contribution
* Unite – We operate as team of individual talents that actively seeks to reflect the diversity of the societies in which we operate, giving our business the widest range of inputs and perspectives.
* Respond – We work in a business exposed to sudden shocks and changes – elemental, political, economic and human – so we remain nimble and ready for change.
Diversity, Equality & Inclusion
Our vision is for a workplace culture where differences are valued and where diversity of background, experience and thought are welcomed. We want to create an environment where all employees, regardless of who they are, are given equal opportunities for career progression and enjoy fair reward from their and The Fidelis Partnership successes. This will be driven by a workforce that embraces Diversity and Inclusion at every level, in every department across The Fidelis Partnership.