Personal Assistant

3 weeks ago

Cumbria, United Kingdom Morgan Sindall Infrastructure Full time
Opportunity:

We have a fantastic opportunity within our Commercial and Legal team for a proactive Personal Assistant

The successful candidate will be a proactive and organised individual who takes the initiative in organising the directors diary, expense management, travel and additional ad hoc projects,  For the legal team you will support in contract management, law firm invoice management, owner of the legal intranet page and cyclical legal tracking and reporting.

Responsibilities

To the director -

Provide confidential administrative and PA support to the director and legal team

Assess and determine priorities and actions, in liaison with the director and ensure that appropriate action is taken within timescale to ensure that problems are resolved

Organise meetings with staff members, members of the Board, and key external customers

Take a proactive approach in order to ensure that the director and or legal team is fully prepared and briefed for all engagements, both internal and external

Maintain the director files, records and documentation in an organised and systematic basis, paper based and electronic, on a regular basis to ensure it is kept up to date

Review and summarise miscellaneous reports and documents; prepare background documents and outgoing mail as necessary

Prioritise and manage multiple projects simultaneously, and follow through on issues in a timely manner

Implement arrangements to support the daily activities of the director including travel arrangements, arranging functions and other professional activities supporting their work

Manage high level coordination between staff at all levels of the organisation, in order to produce papers and reports with key stakeholders

Ensure that all company and Board meetings are properly convened, constituted, conducted and recorded.

Take necessary steps to ensure that all decisions made are communicated to the relevant parties and that actions are taken forward and implemented

Ensure that Board members have the information and support they require to operate effectively, this may include coordinating overseas visits

Deal with and support other general administrative matters, as agreed and undertake any other reasonable tasks as requested by the director and, or legal team

Provide exemplary leadership in full support of our Perfect Delivery philosophy and Value

To the legal team –

Contract management

  • processing contracts for signature;
  • archiving of electronic and hard-copy contracts and maintaining deeds register;
  • checking powers of attorney eg to ensure who can sign documents and when powers of attorney need updating;
  • running comparisons of documents (eg in MS Word or Literia) and checking changes between documents;
  • maintaining document storage for legal documents, knowhow and advice;
  • collation of key data from contracts;

Management of law firm invoices

  • liaising with external law firms,
  • gaining approvals/cost codes;
  • closing-out queries;
  • monitoring legal spend against estimates and budgets;
  • Managing the legal content on the MSI intranet
  • version control and tracking when updates are required to standard forms, training and guidance;
  • liaising with others to ensure documents are regularly reviewed;
  • liaising with other group companies to ensure alignment;

Legal operations

  • Co-ordinating elements of the monthly legal report and other legal updates;
  • Supporting legal training eg organising briefing emails and training sessions, liaising with law forms when receiving training;

 

Requirements

Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts

Experience of diary management/researching and booking of travel and accommodation

Experience of successfully working with senior management

Must be proficient with the keyboard and ICT applications Expert level in the use of Outlook Intermediate level in the use of Word, Excel and PowerPoint

Key personal attributes

Enjoys taking ownership of tasks and actions and is a recognised self starter

Strong influencer with an ability to manage their director and stakeholders whilst remaining calm and professional

Seeks best fit solutions to challenges and situations

If this role feels like a great fit, don’t delay in applying as the role can be subject to closing earlier if we find the right candidate

 

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