Administrator/Secretary – Legal Department

Excellent opportunity for Administrator/Secretary who has an interest in the legal sector to join a blue chip international company. This is a permanent role and will suit an individual with a good level of education (minimum A level or equivalent), native level English and good administration / secretarial support experience. This is non-managerial role.

Administrator/Secretary – Legal Department

Main Purpose of Job

• To provide administrative assistance to all members of the Department, and in particular, to assist to process Trade Security Control, Authorised Signatory, Process Server, Anti-Bribery and other applications that are under the management of the Legal Department. Initiating and following-up relevant reports would also be part of this role, as well as maintaining records and files.
• The purpose of the job would also be to assist update and maintain company policies and rules under the management of the Legal Department.
• There is also a requirement for the improvement and maintenance of important filing systems, diary management, travel arrangements, expense processing and support for meetings.

Scope of Job

• Assisting to Process Company Rule based Applications
• Assisting to process detailed Trade Security Control, Authorised Signatory, Anti-Bribery and other applications that are under the management of the Legal Department as well as manage all relevant filing. Associated duties would include regularly communicating with business and corporate staff across Group, as well as regular communication with overseas HO. Initiating application reports and responding promptly to questions and enquiries will also be part of this support.

Scheduling/ Diary Management
Manage Department diaries, including arranging appointments and coordinating with law firms. Arrange telephone and TV conference calls and internal and external meetings on behalf of the Department as required. Add/edit calendar items as necessary.

General Administrative Support
• Develop and maintain hard and soft filing systems.
• Maintain information for key administrative matters related to the Department as needed, such as compliance and corporate governance records.
• Ad hoc support for the Department as requested, including in relation to document preparation.
• Support visitors as requested.

Communication & Network Building
Build and develop internal and external networks of contacts on behalf of the Department. Develop a knowledge and understanding of the work of the Department in order to effectively identify priorities. Liaise and work with colleagues throughout Group’s network.

Travel
Organise travel and accommodation. Prepare international travel itineraries for each trip. Prepare and submit expenses and invoices using in-house system.

Ideal Candidate

• Ability to work comfortably with detailed documentation to a high degree of accuracy
• Demonstrates excellent communication skills with the potential ability to communicate effectively at all levels of the organisation.
• Demonstrates the ability to report orally and in writing in a professional manner.
• Demonstrates a flexible, pro-active attitude and shows an understanding of the importance of accuracy and meeting deadlines.
• Demonstrates that their personality is suited to working within a team.
• Demonstrate the willingness to learn and develop their potential.
• A basic knowledge of, or interest in, legal and accounting matters would be desirable,
• Demonstrates a sound knowledge of basic computer skills, such as working with excel spread sheets and MS Office
• Previous experience working as an Administrator or Secretary supporting a team in a fast paced corporate environment would be desirable.
• Ideally candidates will have exposure of working within a multinational and multicultural organization.

If your application is successful, you will be contacted within two working days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.