Personal Assistant to Legal Director and Legal Team
To provide first class pro-active support to the Legal and wider Legal Team, acting with discretion and demonstrating the capability and initiative to interpret and carry out tasks in their absence.
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.
Strong background as a Senior Personal Assistant, with a can-do attitude, excellent attention to detail and experienced in proactively delivering outputs on time and to a high standard.
Key role responsibilities
Acting as a right hand to the Legal 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.
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’ practicing 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.
Assist Legal Team arranging internal training sessions across all offices, liaising with external lawyer presenters where appropriate, coordinating diaries, room bookings, travel arrangements where necessary, organising materials. Taking overall responsibility for event organisation and seeking attendee feedback.
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. Working as part of team with other PAs in the office to ensure visitors and colleagues needs are covered where usual support staff colleague is absent.
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.
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