Team Secretary - 2nd Jobber

My client who is a highly successful and well established, large investment firm based in the heart of the City is looking for an experienced 2nd Jobber to provide admin and secretarial support to the Risk and Legal Teams, Reporting to the General Counsel, you will be a crucial member of the team as this an excellent opportunity for a high performing administrator with some experience in projects and reporting who has an interest in pursuing a career within legal.

The individual will work closely with other assistants in and may also be required to get involved in aspects of project management, event management and co-ordination with other departments. Flexibility is also required to work out other location(s)

Key Responsibilities:

• Providing a comprehensive level of support to the General Counsel and his team; being responsive and proactive in order to facilitate the smooth running of all activity within the team; general administrative and secretarial legal support, including the following:

• Preparing transaction documentation
• Reviewing, logging and tracking Non-Disclosure Agreements
• Setting up and maintaining a team schedule
• Maintaining a log of membership to regulatory bodies and training providers to ensure timely renewals
• Maintaining and developing the group SharePoint site to ensure the latest versions of documents are available to the team and wider population as required

• Co-ordinating all aspects of travel and accommodation arrangements including itineraries, flights, visa applications, taxis, etc.
• Processing of expenses for team members
• Organising meetings; ensuring that all parties are aware of the meeting details and have any relevant documentation prior to the meeting.
• Calendar management.
• Booking meeting rooms and catering as required.
• Processing invoices and liaising with Accounts Payable to make sure payments has been made.
• Assisting in the building, editing, collating and distributing board and committee meeting packs.
• Being a central point of contact for external visitors and callers.
• Being an initial point of contact for internal departments including liaising with IT regarding pcs, laptops, mobiles etc.
• Adhoc tasks for the team including assistance where appropriate to cover annual/sick leave.
• Liaising with other teams/people in different time zones.
• Willingness to assume additional responsibilities to further develop and expand the role over time.

Experience:

• Strong organisation skills and the ability to manage multiple tasks simultaneously.
• Ability to communicate effectively and professionally with people at all levels both internally and externally; displaying good judgement when interacting with employees, colleagues, managers, clients and third parties.
• Advanced diary management skills.
• Ability to demonstrate initiative and flexibility and to prioritise work appropriately.
• Ability to quickly pick up knowledge of the business and use this knowledge to help make appropriate judgements on key issues.
• Strong software skills will be required, particularly advanced skills in Word, Excel, PowerPoint and Outlook.
• Pleasant, professional manner with an excellent eye for detail.
• Good personal skills are essential as the Team Assistant will work closely with others across the organisation.
• Diplomacy and sensitivity when dealing with colleagues and contacts ensuring the highest levels of confidentiality are maintained.
• Flexibility with location, hours, and workload.