LEGAL SECRETARY ONGOING CONTRACT (POSS T-P), START ASAP - FINANCE CO, CITY – MARKET RATE
Working within the Investment Legal Team for this friendly Street finance company close to Liverpool Street station you will be working as PA to Head of Legal plus providing secretarial and administration support to the team as a whole; this role would suit an “all-rounder” with experience of working as a Legal Secretary, someone who is willing to ‘muck in’ and is a true team player who can switch between administrative, secretarial and PA duties.
Responsibilities
- Proactively managing the diaries in particular the Head of Legal’s, ensuring accuracy of details and collating all relevant paperwork in a timely manner.
- Arranging internal and external meetings, conference calls, booking rooms, equipment and refreshments using the online booking tool. Meeting and greeting guests and making sure meeting rooms are set up properly.
- Managing incoming telephone calls, dealing with queries where possible or taking comprehensive telephone messages and highlighting urgent matters to the appropriate member of the team.
- Preparing, copying and scanning of confidential documents; typing letters, reports, memos, meeting notes, presentations, advanced formatting of agreements.
- Minute taking.
- Proactive involvement in projects on an ad hoc basis as required.
- Assisting team with creation of draft documents and up-dating of templates, creation of execution copies and involvement in document approval process.
- Assisting with retrieval of documents and answering simple business queries on content of documents.
- In-putting details onto work trackers, collating information from work trackers on a regular basis and distributing to relevant business areas.
- Maintaining various departmental records and maintaining bible of procedures for department.
- Booking training courses.
- Dealing with post and incoming mail in a timely manner
- Maintaining comprehensive and effective filing systems, including secure filing of original agreements, archiving and maintaining legal library and know-how.
- Liaising with Facilities and IT helpdesk in relation to any office facilities or IT related problems for the team for resolution in a timely manner.
- Liaising with Finance Department in processing external legal counsel invoices
Skills & Experience:
- Experience of working in a similar legal role with proven experience working with confidential information
- Literacy in Windows 2000 - Word 2000 (advanced level), Excel 2000 (advanced level), PowerPoint 2000 (intermediate level).
- Ability to work under pressure and to tight deadlines.
- Excellent attention to detail and accuracy and the ability to multi-task and prioritise
- Highly organised with confidence and the ability to effectively organise others.
- Self motivated and proactive. Strong team player who is respectful of others.
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