Group Legal & Governance Operations Admin Assistant - 12 month FTC

SSP Food Travel Experts; City Of London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A prominent catering company in London seeks a dynamic Group Legal & Governance Operations Admin Assistant to support operational and administrative needs. Responsibilities include team administration, managing invoices, and assisting in compliance procedures. Experience in similar roles and Microsoft 365 proficiency are essential. The position offers a hybrid working model, with office presence required three days a week.

Qualifications

• Experience in an operational or admin position.
• Proficiency in Microsoft 365 core tools (Outlook, PowerPoint, Word, Excel).
• Ability to manage workloads under pressure.

Responsibilities

• Manage day-to-day administration for the team.
• Organise travel in line with the Group’s policy.
• Support administration of the Group's Trademark Portfolio.
• Assist with compliance procedures.

Skills

Operational experience

Proficiency in Microsoft 365

Interest in technology

Organisational skills

Problem-solving mindset

Ability to work under pressure

Discretion and confidentiality

Job description

About the Role

We are looking for a dynamic, motivated and tech-savvy Group Legal & Governance Operations Admin Assistant with a “can-do” attitude to join our fantastic team and support our Group Legal & Governance team’s operational and administrative needs.

Reporting into the Director of Group Legal & Associate General Counsel, you will provide a broad range of operational and administrative support across the team, working close with the other Group functions and the broader global business.

The role will be primarily based from our Group Head Offices in Camden, London with the flexibility of working from home as agreed. There will be a requirement to be in the office 3 days per week or as otherwise required.

Key Responsibilities:

• Carrying out general day-to-day administration for the team including scheduling meetings, taking and tracking actions from team meetings, ordering new equipment for the team, assisting with onboarding new team members or interns, managing the post, couriers, subscriptions and registrations, filing, printing, and scanning.
• Managing invoices and expenses including settling invoices, cross-charging costs and expenses across the business, budget co-ordination and expense support to the Group Legal & Governance Team including the Group General Counsel & Company Secretary.
• Organising travel as needed in line with the Group’s travel and expense policy.
• Liaison with external consultants, external advisers and suppliers as needed.
• Preparing documents for signing (in wet ink or via DocuSign) and tracking and collating agreements; arranging documents for notarisation, legalisation and/or signature.
• Supporting the administration of the Group’s Trademark Portfolio of brands (to include invoice and budget management for trademarks, cross-charging across the Group, addressing queries from the business related to any cross-charges, maintaining relevant trackers, co-ordinating execution and notarisation of documents, and arranging couriers as needed).
• Supporting the co-ordination and administration (including reporting) of the company’s compliance procedures, including anti-bribery and corruption and internal authorisation processes.
• Assisting in the implementation and maintenance of any legal operations software and tools (including Microsoft 365 tools) to improve the efficiency of legal operations across the Group Legal & Governance Team (such as project management tools, work tracking tools, contract lifecycle management tools).
• Assisting in the management and organisation of the Group’s legal documents, contracts and records.
• Assisting with the preparation of reports, such as tracking live matters or metrics.
• Helping to manage legal templates and playbooks to support the team to ensure consistency in documents and procedures.
• Identifying opportunities to streamline legal administrative processes through automation or technology adoption.
• Supporting the onboarding and training of team members on legal technology tools and systems.

The Skills:

• Experience of working in an operational or admin position or similar
• Proficiency in Microsoft 365 core tools (Outlook, PowerPoint, Word and Excel)
• Demonstrated interest in technology and a proactive approach to learning new tools and systems
• Ability to work independently and as part of a team
• Strong organisational and time-management skills
• A strong problem-solving mindset
• Ability to work well under pressure and to prioritise workloads
• Flexible, adaptable in approach and ability to work well in a demanding, fast moving and changing environment
• Ability to exercise discretion and confidentiality