Executive Personal Assistant

3 weeks ago

Carlisle, Cumbria, United Kingdom Morgan Sindall Infrastructure Full time
Role Overview:

We are seeking a dedicated and detail-oriented Personal Assistant to support our Commercial and Legal team at Morgan Sindall Infrastructure.

The ideal candidate will exhibit a proactive approach and exceptional organisational skills, adept at managing the director's schedule, overseeing expense reports, coordinating travel arrangements, and handling various ad hoc projects. In addition, you will play a crucial role in assisting the legal team with contract oversight, invoice management from law firms, and maintaining the legal intranet page, alongside cyclical tracking and reporting.

Key Responsibilities:

Support for the Director:

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

- Evaluate and establish priorities in collaboration with the director, ensuring timely resolution of issues.

- Organise meetings with internal staff, Board members, and key external stakeholders.

- Take initiative to ensure the director and legal team are thoroughly prepared for all engagements.

- Maintain an organised system for the director's files, both paper and electronic, ensuring they are current.

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

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

- Facilitate daily activities for the director, including travel logistics and event planning.

- Coordinate high-level interactions across the organisation to produce reports and papers with key stakeholders.

- Ensure proper convening and documentation of all company and Board meetings.

- Communicate decisions made during meetings to relevant parties and ensure actions are executed.

- Provide necessary support for Board members to operate effectively, including coordinating international visits.

- Address general administrative tasks as assigned by the director or legal team.

- Uphold exemplary leadership in alignment with our organisational values and commitment to excellence.

Support for the Legal Team:

Contract Oversight:

  • Process contracts for signatures;
  • Archive both electronic and hard-copy contracts while maintaining a deeds register;
  • Verify powers of attorney to ensure proper signatory authority;
  • Conduct document comparisons and track changes;
  • Maintain a repository for legal documents and related advice;
  • Compile essential data from contracts;

Invoice Management:

  • Liaise with external law firms;
  • Obtain necessary approvals and cost codes;
  • Resolve queries efficiently;
  • Monitor legal expenditures against budgets;
  • Manage legal content on the intranet;
  • Control versions and track updates for standard forms;
  • Collaborate with others to ensure regular document reviews;
  • Align with other group companies for consistency;

Legal Operations:

  • Coordinate monthly legal reports and updates;
  • Facilitate legal training sessions and liaise with law firms for training purposes;

Required Qualifications:

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

- Proficient in diary management and travel arrangements.

- Experience collaborating effectively with senior management.

- High proficiency in ICT applications, particularly Outlook, with intermediate skills in Word, Excel, and PowerPoint.

Personal Attributes:

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

- Strong influencing skills, maintaining professionalism while managing stakeholders.

- Ability to identify optimal solutions to challenges.

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