Legal Operations Administrator

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.

Within our consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.

Our Values Shape The Way We Consult, And Define The People We Want To Join Us On Our Journey, They Are

• Safety first - Going home safe and well
• Client focus - Deliver on our promise
• Integrity - Always do the right thing
• Create opportunity - For our people to excel

The Legal Operations Assistant supports the effective functioning of the Mace Legal team, providing high-quality process, administrative, and legal support. The role includes management support to the company secretarial and insurance functions, such as maintaining records, producing organisational charts, and liaising with senior decision makers. The postholder will help ensure the delivers efficient, compliant, and responsive services to the business.

You'll Be Responsible For

• Legal Operations and Administration:
• Monitoring dedicated functional inbox, triage queries, and escalate as appropriate.
• Log, archive, and retrieve signed documents; liaise with document archive providers. Maintain and update electronic and hard copy filing systems.
• Supporting the review of NDAs and simple contracts under supervision.
• Assisting with the allocation and management of work among the team, ensuring all relevant project information is captured and tracked.
• Arranging contract signing, liaising with PAs and signatories to ensure timely execution.
• Running and preparing reports for legal KPIs, audits, and senior leadership queries.
• Supporting the automation and continuous improvement of processes. Assist in the development and maintenance of SharePoint lists, workflows, and reporting tools
• Company Secretarial and Insurance Support:
• Assisting with maintaining databases of statutory books and records for Mace entities, and production and updating of organisational charts.
• Supporting the company secretarial team with compliance tasks, including companies house filings.
• Liaising with senior decision makers, internal stakeholders, and external advisors as required.
• Assisting with insurance administration, including maintaining insurance records and supporting renewal processes.
• Participating in legal audits and compliance reviews.
• Team and Stakeholder Engagement:
• Providing a professional point of contact for the legal team, supporting colleagues at all levels.
• Organising meetings, training sessions, and presentations.
• Contributing to team wellbeing and volunteering initiatives.

You'll Need To Have

• Strong attention to detail and accuracy in data entry and document management.
• Excellent organisational and time management skills; able to manage competing priorities and deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), SharePoint, and e-signature platforms.
• Professional written and verbal communication skills; able to liaise confidently with stakeholders at all levels including senior leaders.
• Ability to work effectively as part of a busy, collaborative team.
• Discretion and integrity in handling confidential information.

You'll Also Have

• Experience in a legal, company secretarial, compliance, or insurance environment.
• Experience with process management, workflow tools, and reporting.
• Knowledge of e-signature (Adobe Sign, DocuSign), including processing and tracking to close.
• Understanding of legal and company secretarial processes, including contract signing and document retention.
• Legal education (e.g., law degree, LPC) or relevant professional qualifications, or familiarity with regulatory compliance issues (e.g., anti-bribery, data protection, modern slavery).
• Experience supporting senior leadership and managing stakeholder relationships.
• Personal Attributes.
• Pragmatic, proactive, and solutions-focused with a can-do attitude.
• Quick learner, adaptable to changing business needs.
• Commitment to continuous improvement and professional development.
• Inclusive and collaborative, supporting Mace's values and diversity.

Drawing on a broad range of backgrounds, perspectives, experience and expertise to challenge convention is our strength. It's the reason why we continue to grow and it's the secret to how we've built some of the world's most renowned buildings. At Mace, we welcome everyone who shares the Mace values, regardless of background, culture, disability, ethnicity, gender or sexual orientation. We're committed to supporting veterans and reservists as we welcome our ex-military community, and care-experienced individuals.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable within the role.

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