Corporate - EMEA Legal Department – Legal Support - London

Last updated an hour ago
Location:Greater London
Job Type:Full Time

Job Responsibilities

Legal Support (80%):

Document Management and Execution

  • Preparing execution copies of letters / agreements / (assist) getting documents signed

  • Archiving, searching, retrieving, logging and records management for various forms of documentation (Word, PDFs, Emails etc)

  • Processing, drafting and arranging execution of Powers Of Attorney (includes reviewing and data input (info re clauses contained in the document))

(HR Legal) Litigation and case management support:

  • Notetaking, assisting with document production requests including liaising with Legal Discovery Management where applicable, conducting legal research, proofreading.

Legal Data Management

  • Opening, updating and closing matters within Litigation tracking systems, including liaising with the Case Oversight & Administration Team (COAT) in the Buenos Aires Excellence Centre

  • Collating and submitting updates to regular reports for senior stakeholders, boards, regulators and auditors.

  • Working with Litigation Business Management to generate EMI metrics for quarterly reports.

Outside Counsel Management

  • Drafting engagement letters and liaising with Outside Counsel on billing and admin queries

  • Maintaining diversity data for Outside Counsel to measure against Leading With Diversity targets.

Financial / Billing Management

  • Invoice Management (including submitting invoices for payment and liaising with Legal Billing Support and Outside Counsel)

  • Running financial reports to check the status of invoices and be a critical point of contact between the client, business and finance

  • Tracking budget and outlook updates on significant matters

  • Working with Finance Team and Litigation Reserves to process and record settlement and court ordered payments

  • Providing the Business Management Team with updates and implementing change management within your team

Administration support (20%):

  • Setting up meetings, booking rooms, arranging conference calls and telepresence sessions - internally and externally

  • Setting up travel arrangements for team members

  • Conducting on & off-boarding processes in support of the Business Management Team

  • Maintaining various calendars for the team (e.g. meetings, holiday calendar, completing the carry forward days at year end, collate holiday dates for summer & Xmas periods so team heads can decide on coverage needed)

  • Updating and maintaining e-mail and other distribution groups, team planning and resiliency data

Generic Skills & Experience

  • Experience of working in and understanding the culture of a Legal environment is essential

  • Highly competent user of Adobe and MS Office tools – ability to manipulate, format and create templates for document, manage SharePoint pages etc.

  • Has experience of supporting a team with general assistant duties, such as diary management, travel management, invoicing and expenses

  • Ability to demonstrate project management skills and influence change

  • Ability to multi-task in a busy and demanding role and to prioritise effectively under time pressure

  • Has a high level of attention to detail and delivers high quality results

  • Ability to work effectively as part of a team, to build networks and work in partnership

  • Strong oral and written communication skills.

  • Can quickly grasp the political landscape and key people within the organisation.

  • Can follow up effectively without prompting and keep ahead of arrangements and requirements

  • Polished, professional approach, calm and composed manner

  • Reliable and flexible about working hours

  • Knowledge of Document Management Systems is required