Função: Assistente Administrativo

Tipo de Emprego: Tempo Integral

Localização: London - Hammersmith

País: United Kingdom

As Legal Secretary 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.

 


Purpose of your new role:

 

You will provide PA support to the General Counsel and secretarial and administrative support to the other members of the legal department. You will carry out a wide range of administrative and office management duties.

 


Your key job accountabilities:

 

  • 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 including but not limited to extensive diary management, organising hotels and travel bookings, and processing expenses;
  • 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), getting them ready for signature for upper management and safeguarding the originals;
  • 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, room bookings and catering as required. Ensure that IT and technical support are always functioning;
  • To interact with other departments, PAs and team assistants to set up internal meetings. Ensure meetings with the legal department run to schedule;
  • To ensure the preparation of documentation ready for signature, obtaining signatures for finalised contracts/agreements and managing original documents;
  • 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 ensure that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution. Carry out photocopying, binding and order stationery when required;
  • 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.  

 


L’Oréal Benefits:

 

L’Oréal offers highly competitive salaries reviewed on an annual basis. Our profit sharing scheme gives you the potential to earn an additional 3.5 weeks salary, as a bonus linked to turnover and profit. We offer 25 days annual leave, in addition to eight days paid public holidays. Our employee product scheme offers significant discount across our product range. We offer a company pension scheme and a free life assurance scheme.  We also offer childcare vouchers, a discounted dental care scheme and a wide range of optional benefits including retail vouchers, a wine club and discounted gym membership.

 


Qualifications required:

 

  • Educated to degree level, preferably in Law or ILEX Level 3
  • Demonstrate advanced proficiency on Microsoft Office products – in particular Word, Excel, PowerPoint and Outlook
  • Applicable experience

 


Essential skills required:


  • Have an 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 essential;
  • Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken;
  • Senior secretarial and 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.

 

Desirable skills required

 

  • French language (oral and written) would be an advantage but not a necessity.
  • Legal secretaries’ diploma or certificate is not essential, but of course advantageous.
  • Experience in a law firm or in-house legal team.
  • Experience in Personal Injury Litigation advantageous.
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