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Team Assistant

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Role area:
CFO
Contract type:
Full Time
Location:
Hammersmith Office
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Team Assistant – Legal, Regulatory Affairs and Company Secretariat

Role Summary

The successful candidate will be required to assist the Legal, Regulatory Affairs and Company Secretariat teams. These duties will include anything from calendar management through to organising meetings, assisting with travel bookings and other adhoc admin support. It will also include working with the Finance team to help manage the teams’ budgets and ensuring that invoices from suppliers are processed and promptly paid.

Reporting Line: Reports to Director of Legal

Location: Hammersmith Office

Key Responsibilities

General

  • Dealing with external advisors, employees and senior managers either on the telephone or via email in a professional manner
  • Basic company secretariat support, including filing, assisting with documentation and compliance queries and helping to collate and circulate board meeting packs
  • Answering phones efficiently and professionally
  • Assisting with correspondence, including drafting responses
  • Collating and circulating updates for internal memos and reports and minutes
  • Arranging notarisation of documents
  • Ensuring that the legal team’s practising certificates are renewed
  • Managing departmental subscriptions and memberships
  • Other adhoc duties as requested

Finance

  • Processing invoices and expenses using the Oracle accounts software (or relevant software)
  • Manage the relationship with external contacts and answer any questions they might have regarding their invoices and payments due
  • Setting up new suppliers on to the system
  • Helping to track spending and monitor budgets
  • Liaise frequently with members of the Finance Team

Meetings & Events Diary and Travel

  • Planning and co-ordinating internal and external meetings, including team all hands’ meetings and assist with presentations
  • Diary and travel management for the Director of Legal, Director of Regulatory Affairs and Deputy Company Secretary as required

Essential Skills & Experience

  • Strong attention to detail
  • Proactive with a hands-on approach and a can-do attitude
  • Strong interpersonal skills with an ability to work with a variety of styles and personalities
  • Intermediate skills in Word, Excel, PowerPoint and Outlook
  • The ability to stay calm under pressure and to prioritise effectively – workload often requires multi-tasking and an ability to remain approachable at all times
  • High degree of resilience, perseverance, focus and commitment is essential
  • Excellent communication skills both oral and written
  • Ability to work independently and in a team
  • Used to working with confidential information

Desirable Skills & Experience

  • Previous experience with Oracle for processing invoices
  • Experience with dealing with a finance team
  • Comfortable within a changing and developing environment
  • Ability to establish credibility quickly