Float Legal Assistant

A world leading bank are seeking a Float Legal Assistant to support the Chief of Staff as well as act as a float for the legal team when required. This is initially a temporary role which is likely to become permanent after 6 months. Working hours are 9am – 5pm but the successful candidate will need to show flexibility when required.

Key Responsibilities:

-Book appointments, meetings, conference calls and travel (including accommodation and preparation of itineraries) and endeavour to know where all team members are at all times.
-The candidate will be expected to organise a wide range of meetings and functions as requested and liaise with internal / external contacts arranging suitable dates, location, availability of attendees etc.
-It will be the candidate’s responsibility to receive, sort and manage incoming mail and carry out email mailbox management for senior members of your team as appropriate.
-The candidate will be the main reference point for outside contacts, responding to and resolving queries, providing information or channelling to an appropriate alternative contact.
-Act as receptionist for influential clients on visits, organise hospitality as required and convey a professional image at all times.
-As the float you will be responsible for the seamless delivery to all lawyer teams ensuring you receive up-to-date handover notes and current team commitments/workload from the Assistant you are covering and follow through with a handover on their return.
-For your team you will provide key point liaison on ongoing matters.
-Monitor progress and ensure actions / paperwork are coordinated in preparation for meetings / deadlines.
-Co ordinate and manage additional requests on behalf of your team e.g. raise and follow through on all IT / Support issues raised by your team on their behalf.
-You will be responsible for the administration of legal spend on behalf of your team, raising and managing Purchase Orders on behalf of lawyers and as a surrogate for the Assistants and managing spend queries as appropriate.
-It is essential that you are focussed on the administrative side of the role, pro-active, accurate and regularly maintain internal filing system / archiving and retrieval of files from store. Take responsibility for timely reconciliation of expenses.
-A key element of the legal secretarial support role is providing documentation support for your team.
-Prepare and amend legal documentation and spreadsheets, review documents for grammar / formatting issues and type correspondence.
-Accountabilities are not limited to the above and you will be expected to demonstrate flexibility in approach to what you do.

Essential Criteria:

-Previous legal and corporate experience
-Proactive disposition – the successful candidate will be required to speak to new people and go and ask if other teams need help
-Microsoft Word, PowerPoint, Outlook, Excel – which should have been tested to intermediate/advanced leve
-Ability to manage a large volume of work and deliver to high standards within tight deadlines
-Knowledge of functions/structures of other sections for researching information and resolving queries
-Comprehensive understanding of the objectives of the principal areas of responsibilities within the team, along with a knowledge of current and future work/projects to be undertaken in order to provide the required high level of support
-Knowledge of locations, colleagues, functions and activities of external institutions
-GCSE English and Mathematics or equivalent.
-Highly literate and numerical.
-Prior experience in an investment banking / legal role.
-Excellent team player with a willingness to get involved.
-Ability to work under pressure and to tight deadlines.
-Work completed accurately and to high standards.
-Good time management. Be able to prioritise workload.
-Always working to exceed expectations.