Administrator - Legal Team

The One Group; City Of London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A dynamic legal service firm in London is seeking an Administrative Assistant to support the EMEA Legal Team. The role involves managing diaries, organizing travel, and coordinating events in a hybrid working environment. Candidates should have experience in administrative support, possess strong organizational skills, and be adept at multitasking. This position offers a modern office atmosphere close to major transport links.

Qualifications

• Previous experience of working within an administrative support role.
• Strong communication and interpersonal skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage diaries and inbox for the EMEA Legal Team.
• Coordinate accommodation and travel bookings.
• Organize internal and external events and meetings.

Skills

Attention to detail

Multitasking

Communication and people skills

Collaboration and teamwork

Confidentiality and discretion

Tools

Outlook

Word

Excel

PowerPoint

Oracle

SAP Concur

Job description

Based in the London office to support the 4 VPs in the EMEA Legal Team. The role will report to the VP Procurement & Privacy and will contribute to the efficient running of the Legal department globally.

Hybrid working - 50% office based

Lovely modern offices close to Liverpool Street Station, and Mansion House and BANK tube stations.

Responsibilities

• Diary and in-box management, including directing queries in the Company Secretariat shared mailbox
• Accommodation and travel booking both internationally and nationally, ensuring visa requirements are met.
• Organising and overseeing internal and external events, e.g. customer events, workshops, department social gatherings, team meetings etc. This includes sourcing venues / booking meeting rooms, organising catering and video conferencing requirements, and approval/payment processing.
• Taking notes/actions at meetings as needed and circulating these promptly after the meeting, following up on any relevant actions to ensure the relevant information is cascaded.
• Deputising for Executive Assistant during annual leave periods and providing support on ad hoc projects as required.
• Assisting with onboarding of new team members, including ordering of IT equipment and access to organisation's systems.
• Assisting with the resolution of any IT issues, by liaising with the IT department to ensure a positive outcome.
• Processing and submitting expenses via the expenses system (Concur) in line with company policy.
• Preparing and submitting Purchase Order requests via Oracle.
• Assisting with onboarding of new suppliers, invoicing enquiries and liaising with suppliers, dealing with Finance team and Procurement team to ensure prompt processing and payment of invoices.
• Other duties as required.

Qualifications

• Previous experience of working within an administrative support role
• Good attention to detail with the ability to multitask.
• Strong knowledge and use of Outlook, Word, Excel and PowerPoint.
• Experience of drafting presentations in PowerPoint and document formatting.
• Oracle (or other Purchase Order processing platform) experience desirable but not essential.
• SAP Concur experience desirable but not essential.
• Diary management experience.
• Strong communication and people skills.
• Experience of working with changing priorities and tight deadlines.
• Effective collaboration and teamwork focus
• Confidentiality and discretion in all transactions.