Legal Personal Assistant
Job Type : Contract, Full Time
Salary : £170 – £220/day
Our client, a leading global media company are currently seeking a Legal PA to join their team on an initial 6 month contract. The role will be based out of their Osterley, Isleworth office on a hybrid basis.
Description:
The Legal PA role provides high quality secretarial and document production support in the most sustainable, effective, and efficient manner, to add real value and differentiate our client from its competitors and to support their manager and respective legal team to do the same.
The Legal PA is accountable for providing PA support to the relevant Centre of Excellence as required within the Legal Department, in addition to support across the wider Legal PA Pool where needed.
The successful candidate will be expected to be proficient in a number of Microsoft applications (listed below). Full training will be provided for the systems/applications.
Our clients Legal department is a fantastic place to work. We comprise over 200 industry leading lawyers and legal and compliance professional across the territories, providing commercial, risk-based advice to the wider business. We regard ourselves (and are recognised) as trusted partners of the business functions we support. We seek to employ the “Believe in Better” mantra in our
day-to-day work, both in our output and in our behaviours. Our Vision is to be one team, business partnering to deliver our clients Protect & Grow plan, empowered to be our best.
General Responsibilities
• Opening new matters on the legal document management system (iManage)
• Diary management including organising meetings using Microsoft Outlook/Condeco:
sourcing rooms, arranging catering, visitor booking / meet and greet (when applicable)
• UK and international travel bookings using the travel booking system
• Raise payments using the ARIBA purchasing system: (PRs, BACs, CREs, FCRs & BTAs) and
expenses; ordering stationery, mobile devices, and IT equipment
• Book taxis; organise couriers:
• Ad-hoc queries – e.g. map of Osterley, contact information
• Logging Legal General spend, for centralised costs (training, ents, travel, subs and
memberships) onto the tracker
• Information requests required by Director or General Counsel
• Updating Legal tracking documents e.g expenditure trackers, People Lists
• Managing Contractual Notices mailbox (training will be given)
• Photocopying, scanning and printing legal documents
• Updating department expenditure spreadsheets using Microsoft Excel
Other Key Responsibilities
Document Production & Processing:
• Creating, animating and updating presentations using Microsoft PowerPoint
• Creating letters
• Reformatting documents, copying and pasting Word, Excel and PowerPoint
documents into agreements
• Amending and stitching documents to create agreements (using Adobe Pro)
• Sending documents via DocuSign for signature to multiple signatories, internal
and external
• Filing final documents and related correspondence to iManage
• Searching for, and sending out copies of final agreements to the business
Additional Responsibilities outside of the PA pool:
• New starter orientation
• Opening and distributing incoming post
• Organising team away days and social events
• Attending team meetings
• Diary management (where required): (A) email/inbox management, which
may also include updating contact information and (B) filing to the Legal
document management system (iManage) or monitoring generic mailboxes;
and minuting or noting action points within team meetings (when applicable)
• Maintaining tracker documents
Key Applications Required
• Outlook (Advanced): Organise complex/recurring meetings
• Word (Advanced): Outlined numbering, creating/amending styles, track changes,
headers, footers, footnotes, and endnotes, comparison documents
• PowerPoint (Intermediate): Create, amend and animate presentations and apply
house styles
• Excel (Intermediate): Create, amend and maintain budget spreadsheets using
formulas, graphs and pivot tables
• Adobe Professional: amend and stitch PDFs
• Teams & Webex: set up of internal/external audio and video calls
• SharePoint: Sharing documents / permissioning
Applications (full training given)
• Workday: logging of annual leave and sickness records; change requests
• DocuSign – the document signature software our client uses
• iManage
• ARIBA Cloud / Buyer
• Condeco (eMeetings)
• Travel booking portal
• Legal Front Door – Legal’s innovative matter tracking system
• SPARK – Service Desk: web-based portal for ordering IT equipment/raising IT
requests
Key Relationships
• Line manager
• Group Legal Operations Manager
• PAs within the relevant Centre of Excellence and across the wider Legal
Department
• Colleagues across the Legal Department
• ARIBA team and external suppliers
• Finance team
• IT Service Desk/TechES (Senior Manager IT Support)
• Mailroom and Courier departments
Key Competencies
• Touch typing – 60wpm
• Confidence to influence and engage effectively at all levels
• Excellent telephone manner
• Excellent time management skills; the ability to prioritise and multi-task and
excellent organisational skills
• Diplomacy and discretion
• Punctuality, dependability and reliability
• Focused, calm and patient
If the above role is of interest, please apply, accompanied by a copy of your CV and one of our consultants shall be in contact in due course.
Job Title: Legal Personal Assistant
Location: Osterley, UK
Rate/Salary: 170.00 – 220.00 GBP Daily
Job Type: Contract
Trading as Aston Carter. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. (phone number removed). Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Aston Carter is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at https://(url removed)/en-gb/privacy-notices.
To access our Online Privacy Notice, which explains what information we may collect, use, share, and store about you, and describes your rights and choices about this, please go to https://(url removed)/en-gb/privacy-notices.
We are part of a global network of companies and as a result, the personal data you provide will be shared within Allegis Group and transferred and processed outside the UK, Switzerland and European Economic Area subject to the protections described in the Allegis Group Online Privacy Notice. We store personal data in the UK, EEA, Switzerland and the USA. If you would like to exercise your privacy rights, please visit the "Contacting Us" section of our Online Privacy Notice at https://(url removed)/en-gb/privacy-notices for details on how to contact us. To protect your privacy and security, we may take steps to verify your identity, such as a password and user ID if there is an account associated with your request, or identifying information such as your address or date of birth, before proceeding with your request. If you are resident in the UK, EEA or Switzerland, we will process any access request you make in accordance with our commitments under the UK Data Protection Act, EU-U.S. Privacy Shield or the Swiss-U.S. Privacy Shield
More Information
- Address Osterley
