Legal EA

Job description

·  Location
London, Greater London
·  Salary
£ 45000 - £ 50000 / Year
·  Category
Office and Secretarial - Executive Assistant
·  Job type
Contractor
·  Industry
Office and Secretarial
·  External Reference
JN-102019-99315

Job Title: Legal EA

Salary: £45,000 - £50,000

Type: Temporary

Location: Near London Bridge

Languages needed: English and Spanish

Job details:

This is an exciting opportunity to work in a dual Executive Support/Legal Support role, being a central point of contact in the office. In this role you will need to have gravitas and confidence to communicate with stakeholders on all levels. You must have the ability to think on your feet to meet demand in a high-pressure environment, e.g arrange high-level meetings at short notice. You will be ready and able to exercise initiative in a role that requires the ability to multi-task and be able to work independently whilst being a good team player, solution orientated and proactive with good time management skills.

Key activities and responsibilities:

Executive support

·  Assisting the Executive team with organising, maintaining diaries, arranging meetings, invitations and other requests.

·  Arranging travel and accommodation for the CEO and Executive team.

·  Process expense reports for the CEO, review and approve expenses of direct reports.

·  Filter general information, correspondence, queries, phone calls and invitations to the Executive team, by redirecting or taking forward such contact as appropriate.

·  Producing documents, briefing papers, reports and presentations. Process any company documentation that requires approval and signature by Directors. Organise and attend meetings.

·  Liaise with external clients, suppliers and other employees. Ensure decisions made are communicated to the relevant company stakeholders.

·  Lead on event management for internal events such as the Quarterly Review and any other ad hoc events. Send invitations and coordinate with venue, production and catering suppliers.

·  Manage the Front Office team (2-3), assist with office management and customer service escalation issues.

·  Raise POs and process relevant supplier invoices.

·  Travel management, supplier relation to ensure processes and Duty of Care upheld, review and maintain travel policy/process.

Legal support

·  Provide company secretarial assistance in maintaining records of shareholders and administration in relation to the sale or transfer of shares (including HMRC and Companies House filing, database maintenance, shareholder correspondence)

·  Support on KYC and DD requests, specifically on shareholding structure and organisational structure -maintain the organisational chart.

·  Maintain an accurate record of papers and electronic correspondence on behalf of the Executive team.

·  Organise and prepare agendas and papers for Board meetings. Take minutes and provide general assistance to the Company Secretary.

Key Relationships and Contacts

Internal

·  CEO

·  CFO (also Company Secretary)

·  Legal team

·  Non-executive Directors

·  All employees

External

·  All customers

·  VIPs

·  Contractors

·  Suppliers

Qualifications and experience:

ESSENTIAL

·  Significant administrative and personal assistant experience at executive level

·  Fluency in English

·  Experience of providing company secretarial/legal assistance

·  Excellent written and oral communication skills

·  Excellent word processing and IT Skills, including knowledge of a range of software packages such as Microsoft Word, Excel, PowerPoint and Outlook

·  Excellent organisational and time management skills

·  The ability to work on own initiative

·  Excellent interpersonal skills, able to liase with stakeholders at all levels

·  Honest, discreet and reliable, an understanding of confidentiality issues

·  Excellent attention to detail

·  Flexibility and adaptability to juggle a range of different tasks in order to meet deadlines

·  Experience of preparing agendas for, and minute taking for board meetings

DESIRABLE

·  Additional fluency in Spanish highly advantageous

·  Experience managing a small team highly advantageous

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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