The world leader in beauty, L’Oréal is present in 130 countries on five continents. Our 32 international brands have allowed us to devote ourselves solely to one business: beauty, with a mission to provide the best in cosmetics innovation to all women and men around the world. We want to bring beauty to all people. Our ambition by 2020 is to win over another one billion consumers around the world by creating the cosmetic products that meet the infinite diversity of their beauty needs and desires through continued digital innovation. L’Oréal encourages diversity and sustainable, ethical sourcing for all our products and we have reduced our emissions by approx. 50% since 2005. Our brands are leaders in beauty, and we are looking for you to lead the change you want to see in L’Oréal.
Legal and Business Assistant
This role is a combination of PA to our UKI Chairman (10%) and Corporate Affairs Director (20%) and Legal Assistant to our Legal team (70%).
Our Legal department is a true partner to the business and this is a great opportunity for a confident and highly motivated Legal & Business Assistant Assistant to join our team.
As Legal Assistant you will provide secretarial, administrative and office management support to the members of the legal department who deal mainly with general commercial and corporate matters as well as intellectual property. In this full-time role you will report directly to the General Counsel & Company Secretary and you will be a member of a legal team of 11 people. You will also be a Business Assistant to the UKI Chairman and Corporate Affairs Director.
•To provide legal support to the legal team in its day to day business, including the preparation and drafting of legal letters and contracts, research on various topics and filing documents with Companies House;
•To provide PA support to the General Counsel, UKI Chairman and Corporate Affairs Director including but not limited to diary management, travel bookings, organising events, PowerPoint slides, raising PO's and processing expenses ;
• As part of PA duties for senior leaders a high level of professionalism is required dealing with high level external and internal stakeholders and arranging meetings both virtually and in person for these individuals, setting up passes and greeting them when required;
•To provide a full range of secretarial and administration services for the other members of the legal department including diary management and typing up notes as required;
•Drafting and amendments of contracts (standard appearance, track changes, compare and contrast, use of defined terms, parties description, signature block and schedules), and getting them ready for signing on DocuSign through Ironclad our contract automation platform
•To liaise with our external solicitors and the relevant internal departments to coordinate the gathering of evidence for any Litigation cases. To create new files and ensure all existing case filing is maintained;
•To negotiate renewals of subscriptions with external suppliers;
•To arrange meetings, trainings, room bookings and catering as required. Ensure that IT and technical support are always functioning for all stakeholders;
•To answer and resolve queries accurately and promptly, in a courteous and confident manner. Take down and transmit clear and detailed messages to the team member concerned on the same day. To act as gate-keeper to ensure only relevant calls are put through;
•To put together presentations for various presentations/events using PowerPoint. Compile materials, charts and other relevant information. Demonstrate initiative, creative flair and attention to detail;
•Take minutes in meetings and ensure actions are followed up;
•To record holiday and absence for the legal team;
•To organise timings of Legal Team meetings, 1:1 meetings and mid and end of year reviews; and
•To create and take ownership of the purchase orders for the legal department, manage them efficiently, deal with the web cycle in a timely manner and ensure that suppliers are paid within the agreed payment terms.
Essential Qualifications and Skills required
•Legal degree or equivalent preferred
•Higher Professional Diploma in law (CILEX) qualification is not essential, but would be advantageous.
•Experience as a Legal Executive/paralegal/ legal secretary / team assistant in a fast paced law firm or in-house legal team.
•Experience managing others diaries, calendars etc in a Business Assistant/PA remit
•Demonstrate advanced proficiency on Microsoft Office products – in particular Word, Excel, PowerPoint and Outlook
•A keen interest in law
•Excellent communication and organisational skills. Fluent spoken and written English;
•Excellent attention to detail, high level of accuracy, methodological approach and strong in record management.
•Good numerical skills are essential
•Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken;
•Advanced administrative skills, including advanced proficiency on Microsoft Office products - in particular Word, Excel, PowerPoint & Outlook;
•Experience working in a fast-paced, people oriented environment requiring interaction with teams at all levels;
•Take initiative in resolving queries and able to deal with matters confidentially and efficiently;
•Self-motivated, efficient and reliable with a flexible attitude. Ability to act with good judgement and common sense;
•Effectively follow through on tasks requested by other people; and
•An ability to work autonomously and take ownership of all aspects of the role, and go beyond the scope of the role, following through and keeping the General Counsel & Company Secretary fully updated.
What we look for
•You are focused on quality and attention to detail, you will not compromise standards.
•You are able to build great relationships and network at all levels
•You demonstrate strong initiative and foresight and be comfortable working in a team environment and autonomously
•You are energetic and enthusiastic and constantly look for ways to exceed what has been asked. A passion for exciting projects gives you the energy to succeed in a flexible, high octane, company.
•You value innovation as a business strategy. You also try to keep up to the minute with current trends. Ultimately, you share our belief in flexibility as a way of life.
•You feel that you have an aptitude for our profession through a true sensitivity to our products & our market.
•We can offer the opportunity to further your career in the UK and Ireland hub of a global, brand-focussed organisation.