Legal Team Assistant

Paramount Pictures; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is on the lookout for a proactive Legal Team Assistant to support senior leaders in the Business & Legal Affairs team. This role is pivotal in ensuring seamless operations and effective communication within the team and with external partners. You will be responsible for managing schedules, organizing meetings, and overseeing various administrative tasks, all while fostering strong relationships and providing high-level support. If you thrive in a dynamic environment and possess exceptional organizational skills, this is a fantastic opportunity to contribute to a leading company in the entertainment industry.

Qualifications

• Experience in supporting executive leaders in a global environment.
• Strong organisational and multitasking skills are essential.

Responsibilities

• Organise meetings, manage diaries, and support budget management.
• Handle office administration and liaise with various departments.

Skills

Organisational Skills

Communication Skills

Problem Solving

Time Management

Interpersonal Skills

Education

Experience with Executive Leaders

Experience in Global Organisation

Tools

MS Office (PowerPoint, Excel)

TeamConnect

iManage

Docusign

Job description

We’re seeking a highly organised and proactive Legal Team Assistant to support the two VPs of Business & Legal Affairs, Core Commercial and the Senior Director, UK Regulatory, FTA and Dispute Management.

This role is a key ambassadorial position within the Business & Legal Affairs team in the UK ensuring the seamless integration of the team and the team’s output with other strategic services and operational teams. We are looking for a motivated and experienced individual who is committed to building relationships.

What will you be doing?

• Organise all local and international meetings arranged by / on behalf of the VPs and Senior Director, providing follow-up where necessary (participant availability, meeting room booking, equipment and refreshments; meet and lead visitors etc)
• Understanding the VPs’ & Senior Director’s and their team’s priorities as they change from week to week and helping them deliver on projects;
• Supporting with the monthly management of budgets, including outside counsel spend via the legal billing team and system;
• Pro-actively handling diaries, preparing presentations and working closely with the BALA Team Coordinator as well as PAs and EAs across the business
• Responsible for general office/team administration and servicing of software systems including TeamConnect and iManage. Acting as principal point of contact with IT / Office Services / Facilities regarding matters and queries;
• Dealing with invoices/POs and the legal billing system; ensuring they are coded correctly and processed for payment; photocopying and keeping databases up-to-date; and liaising with the finance dept/suppliers to rectify any issues;
• Managing expenses claims and tracking payment by Finance Department; responsibility for filing and managing team’s annual SRA applications/registrations;
• Liaising with other senior leaders’ offices and internationally, as well as external partners, to process requests, transfer information, enable national and international co-operation in a timely and efficient manner;
• Providing general support to internal legal team, management of all business travel (locally and internationally), itineraries, team meetings, social functions and execution of documents (including via Docusign);
• Responsibility for collating monthly internal reports; attending, minuting and arranging senior staff meetings;
• Working with the BALA Team Coordinator to assist (as required) with tasks and projects including workload allocations and monitoring, updating rights management systems and other databases, dealing with ad hoc queries from other teams and assisting with regulatory reporting obligations;
• Events Management (Social Mobility etc);
• Any other reasonable duties as directed including but not limited to New Starter set-up (including secondees etc), EMA assistance for the BALA Team as may be required.

What are we looking for?

• PA/team coordinator with experience with Executive Leaders in a Global organisation;
• Pro-active, self-starting mentality with established broad skills to organise beyond pure diary management;
• Great organisational skills (for yourself and the people you support) and multi-tasking, whilst demonstrating flexibility when required;
• Demonstrable communication skills both verbal and written; assimilate information and disseminate appropriately to suitable audiences;
• Experience coaching on administrative and executive support tasks & projects, communicating effectively with varying personalities and styles;
• You have worked collaboratively with or have lead employee engagement initiatives across a department or organisation (offsite planning, conference planning, company-wide events);
• An interest to network within the EA industry to gain insight on how to stay competitive;
• You readily adapt personal, interpersonal, and leadership behaviour, tailoring the approach for different audiences;
• Creative problem solver with organisational skills, time management skills, being able to adapt to change;
• A commitment to delivering high-levels of service to both internal and external contacts, and completion of tasks to the very highest of standards;
• Ability to build positive relationships, both internally and externally;
• Ability to work effectively, both independently and in harmony with all levels within the organisation
• Expert level IT skills across all MS Office applications, with the ability to rapidly understand other corporate systems. Ideally skills in PowerPoint and Excel, with an ability to create professional standard slides and high levels of attention to detail.