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Executive Personal Assistant

3 months ago

Carlisle, Cumbria, United Kingdom Morgan Sindall Infrastructure Full time
Job Opportunity:

We are seeking a dedicated and proactive Executive Personal Assistant to join our Commercial and Legal team at Morgan Sindall Infrastructure.

The ideal candidate will possess exceptional organisational skills and a proactive mindset, taking charge of the director's schedule, managing expenses, coordinating travel, and handling various ad hoc projects. In addition, you will play a vital role in supporting the legal team with contract oversight, managing law firm invoices, and maintaining the legal intranet page while ensuring accurate tracking and reporting of legal activities.

Key Responsibilities

For the Director -

Provide confidential administrative and personal assistant support to the director and legal team.

Evaluate and prioritise tasks in collaboration with the director, ensuring timely resolution of issues.

Schedule and organise meetings with staff, Board members, and key external stakeholders.

Take initiative to ensure the director and legal team are well-prepared for all engagements, both internal and external.

Maintain organised and systematic records, both paper-based and electronic, for the director's files and documentation.

Summarise reports and documents, preparing necessary background materials and outgoing correspondence.

Manage multiple projects concurrently, ensuring timely follow-through on issues.

Facilitate daily activities for the director, including travel arrangements and organising professional functions.

Coordinate high-level interactions among staff to produce reports and papers for key stakeholders.

Ensure proper convening, conducting, and recording of all company and Board meetings.

Communicate decisions made to relevant parties and ensure actions are implemented.

Provide necessary information and support to Board members for effective operations, including coordinating overseas visits.

Assist with general administrative tasks as agreed and undertake additional reasonable requests from the director or legal team.

Uphold exemplary leadership in alignment with our Perfect Delivery philosophy and values.

For the Legal Team –

Contract Management

  • Processing contracts for signature;
  • Archiving electronic and hard-copy contracts while maintaining a deeds register;
  • Verifying powers of attorney to ensure appropriate signatory authority;
  • Conducting document comparisons and tracking changes;
  • Maintaining document storage for legal documents and advice;
  • Collating key data from contracts;

Management of Law Firm Invoices

  • Liaising with external law firms;
  • Obtaining approvals and cost codes;
  • Resolving queries;
  • Monitoring legal expenditures against budgets;
  • Managing legal content on the intranet;
  • Ensuring version control and timely updates to standard forms;
  • Coordinating document reviews with relevant parties;
  • Collaborating with other group companies for alignment;

Legal Operations

  • Coordinating monthly legal reports and updates;
  • Supporting legal training initiatives, including organising sessions and liaising with law firms;

Qualifications

Proven experience in an administrative or executive assistant role within a high-pressure environment, demonstrating tact, judgment, and discretion.

Proficiency in diary management, travel research, and booking.

Experience working effectively with senior management.

Strong proficiency in keyboard and ICT applications, with expert-level skills in Outlook and intermediate skills in Word, Excel, and PowerPoint.

Personal Attributes

A self-starter who takes ownership of tasks and actions.

A strong influencer capable of managing relationships with directors and stakeholders while maintaining professionalism.

A problem-solver who seeks optimal solutions to challenges.