Executive Assistant to Legal & Commercial Director, and Legal Team PA

The role is based in Soho House, London

This role will provide pro-active support to the Legal & Commercial Director and wider Legal Team, acting with discretion and demonstrating the capability and initiative to interpret and carry out tasks in their absence. They will be required to build and maintain strong, positive working relationships internally and externally, acting with integrity to enable significant impact to the effectiveness of a fast-paced working environment. We are looking for experience as a board level or Senior Personal Assistant, a can-do attitude, excellent attention to detail and experience in proactively delivering outputs on time and to a high standard.

Key responsibilities

EA to Legal & Commercial Director

• Acting as a right hand to the Legal & Commercial Director, supporting them to lead the business’ Legal function, including full delegated diary management.
• Forming a close, trusting, working relationship to ensure full visibility of incoming mail and acting upon this promptly in the agreed way.
• Liaison with parent company’s Legal, Commercial, Insurance and CoSec teams on live matters as needed.
• Assist with preparing Board reports and Power Point presentations.
• Duties applicable to the full team, as outlined below.

Legal Team PA

• Oversight and management of shared legal mailbox including removing duplicate emails and maintaining filing structure.
• Act as a liaison and gateway between the in-house Legal Team and various internal teams and external legal firms.
• General housekeeping including annual renewal of solicitors’ practising certificates and CPD hours tracking.
• Undertake typical administrative tasks including diary management, scheduling of internal and external meetings, room bookings, travel arrangements between Muse offices, expenses management and document and presentation preparation and formatting.
• Maintain and support various systems used by the legal team to monitor budgets, performance and observance of protocols and processes.  Actively engage with the team to identify new systems to be created, and improvements required to existing.
• As a member of the wider team of Muse PAs, provide back up support for certain time sensitive front of house requirements, including incoming calls, visitor arrivals and meeting room set up in the absence of the Client Services Co-ordinator.
• Maintain knowledge of meeting room connectivity, assisting with troubleshooting in the absence of the Client Services Co-ordinator.
• Assisting the team with IT queries and troubleshooting, and championing modern methods of working to promote efficiency and enable the team to focus their time most effectively.
• Update and maintain an organised electronic legal filing system on behalf of the team.
• Ad hoc team assistance as may be required.