Personal Assistant (Legal) - LondonRED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.Through our market leading technical expertise, we enable the worlds digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude.We now seek a Personal Assistant to support our Legal function, to be based out of the London office.Role ResponsibilitiesA senior level position to provide comprehensive PA support to legal, ethics & compliance and data privacy functions, and to assist in the smooth running of the legal functionMaintain discretion when working with highly confidential and sensitive mattersTo act as a key point of contact on behalf of the legal team with the internal business/project teams, demonstrating leadership to maintain credibility of and trust in the legal teamArranging domestic and international travel arrangements, preparation of itineraries and insurance documentation aligning with the company travel policyDiary managementAssist General Counsel and Senior Legal Counsel with expenses, timesheets, work schedules, electronic file management and storage and creation and maintenance of presentation slides for training and legal updatesAdministration of holiday entitlement for team and holiday calendarResponsible for organising, monitoring and maintaining repository of executed client agreements on legal SharePointResponsible for monitoring and maintaining the Legal Register of Executed Agreements, working closely with the project administration teams to ensure this is kept up to dateManagement of the legal inbox and legal task form requests, providing a proactive response, including assisting the Legal team with NDAs and actioning items promptly and efficientlyPreparation of monthly Board slides, Management Reports and Group Legal ReportingParticipation in wider legal line initiatives run by GroupResponsible for the payment of external legal fees; maintaining record of fees on Group tool (Thompson Reuters Legal Tracker) and corresponding budgetsMaintenance of register of global programmes of insuranceAssistance in the annual renewals and maintenance of REDs programmes of insuranceAssistance with the scheduling of and preparation for RED Groups board meetings (annual and ad hoc) (board packs, minutes, etc)Maintenance of the company secretarial internal files/registers and liaison with external Company Secretarial support to update and maintain company registersMaintenance of legal teams legal tracker of live mattersAssisting in communicating legal, ethics & compliance and data privacy processes and initiatives to the wider administration team and follow up of queries in a proactive mannerAssist in maintaining data privacy breach register and keeping data privacy framework maintainedResponsible for diarising the data privacy training initiative and supporting in updating training slidesBe a data privacy champion to gain a basic understanding of REDs data privacy programme and key risksActively participate in administration team and legal team meetingsAssisting the administration and marketing teams to ensure the correct company information is always available in the tender master document and any standard legal responses to RFPs are included for future reference. This should be monitored regularly and updatedEnsure legal function and company structure organograms are kept up to date and are available on SharePointAttend meetings as requested by the legal function to record minutes, keeping a record of actions and proactively follow up to ensure close outSupport Ethics and Risk compliance function and assisting in undertaking ethics checksManagement of company DocuSign licences for the administration team including being the main point of contact with Group to allocate licences as requiredArranging internal, external and online meetings for the team, including arranging meeting room bookings, catering as requiredAssistance with onboarding and offboarding of team membersCommunication with the team to update them on company updates and processes via 1:1 meetings or team meetingsCompilation and formatting of reports, presentations etc using company templates, and timely processing of general correspondenceChecking of documentation to ensure QA procedures are met, raising any inconsistencies and correcting as appropriateLegal Functions SharePoint Champion: general upkeep, monitoring, maintenance and publishing to the Legal team areas; ensure files are given consistent filenames; ensuring no duplicate files; ensuring a logical file structure is maintainedMaintain Legal team Teams channels in accordance with the company business data management policySupport the company Risk Management Committee process as requiredConduct research into specific matters as required and report findingsHoliday cover for other admin team members i.e. helping to cover the Office Manager in their absenceAd hoc admin support tasks, including becoming an Admin Champion for a specific areaRole RequirementsMinimum 5 years previous Board Director Level PA experiencePrevious experience in a global organisation essentialProven experience of fostering a good office environment while closely working with counterparts in UK and global office locationsTrustworthy and a team player, with a mature approach to tasks and the ability to maintain confidential information.Possess exemplary time management, and organisational skills while able to work independentlyProficient in the management and organisation of busy and complex diary and travel arrangementsAbility to prioritise own workloadAccuracy/excellent attention to detail and analytical skillsHours flexibility (able to carry out overtime at short notice)Excellent interpersonal and communication skills both written and oralProven experience of operating in a structured and process orientated environmentAbility to delegate and manage junior staff membersAbility to work to tight deadlinesBackground in consulting or construction (desirable)Good understanding of international working and business operations of a global consultancyBenefitsRED offers a variety of benefits, including but not limited to:23 days annual leave rising to 28 days annual leave over 5 years serviceHoliday purchase and buy back schemeHybrid WorkingContributory company pension schemeHealthcare Scheme via salary sacrifice (Company funded cover is dependant on level)Non-contractual bonus awardsTraining sponsorshipCharity volunteering leaveWellness days/ initiatives.Salary commensurate with experience.Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.We offer a comprehensive benefits package and are an equal opportunities employer. This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.
Job Title
Personal Assistant (Legal)