UK Corporate Solutions Administration Assistant

Orrick, Herrington & Sutcliffe LLP; Greater London; On-site; GBP 22,000 - 28,000; Full time

Job summary

Orrick, Herrington & Sutcliffe LLP in London seeks an organised administrative assistant to support the UK Corporate Solutions Team. You will handle post distribution, liaise with Facilities and CaseStream, and help with client onboarding and onboard/offboard processes for UK corporate matters.

You will assist with preparing and distributing statements, maintaining records, and coordinating filings to Companies House. Strong office skills and a team mindset are essential.

Qualifications

• Five GCSEs (A*-C) or equivalent, including English and Maths
• Educated to A Level standard (or equivalent)
• Proficient with Microsoft Office, particularly Excel
• Minimum one year of professional services office experience preferred
• Knowledge of Company Secretarial software (Kudocs or Diligent Entities) desirable
• Excellent attention to detail and organisational ability
• Strong written and verbal communication skills
• Ability to prioritise changing tasks and work as part of a team

Responsibilities

• Manage distribution of mail for the UK Corporate Solutions Team, coordinate filing and liaise with Facilities and CaseStream
• Coordinate onboarding and off-boarding processes for clients
• Prepare confirmation statements and distribute to clients, follow up to ensure compliance or filing with Companies House
• Manage spreadsheets, diary, and track follow-up actions
• Assist with maintenance of company records, filings to Companies House, and documentation procedures
• Support trainee training and assist with invoicing and team expenses

Skills

Attention to detail

Organisational skills

Communication

Team player

Microsoft Office

Education

GCSEs (incl English & Maths)

A Levels or equivalent

Tools

Kudocs

Diligent Entities

Excel

Job description

Overview

Work as a member of the UK Corporate Solutions Team (London) to provide administrative support on a wide variety of UK Corporate transactions to our London based clients and our multinational clients from other Orrick offices. The team is a unique team in Orrick proving the Corporate Governance services to our clients. The role is a team headed by a qualified Chartered Corporate Governance Professional (previously referred to as a Chartered Company Secretary) registered with the Corporate Governance Institute. We are committed to fostering the professional growth of our UK Corporate Solutions team members. We actively encourage and support our team members in aspiring to train as Chartered Governance Professionals/aka Chartered Company Secretaries.

Responsibilities

Your main responsibilities will include the following:

• Management of the distribution of post for the portfolio of clients for the UK Corporate Solutions Team, to include opening the mail, organising the post, providing to the Facilities team to scan for distribution by CaseStream. Where CaseStream are unavailable or where it is not appropriate for Casestream to distribute the post, to email our clients the post; sorting and filing of the hard copies; acting as the main liaison point between Facilities, CaseStream and the UK Corporate Solutions team in relation the forwarding of mail; and
• Managing, in conjunction with the client engagement personnel and secretaries the internal and external on-boarding processes and off-boarding processes for clients in the UK Corporate Solutions Team
• Co-ordinating and assisting the team with preparation of the confirmation statements and distribution to clients in time, and where required followed up to ensure compliance or submission of papers to Companies House;
• Management of the team’s spreadsheets, diary, track and follow up actions;

Other responsibilities where work flow permits:

• Assistance with the on-going maintenance of company records, share and register functions
• Assistance with the drafting minutes, shareholder resolutions, and ancillary documents;
• Co-ordinating and submitting filings to Companies House;
• Assistance with maintenance of the team’s departmental documentation and procedures;
• Assistance with the quarterly rotational training of the trainees for familiarization with the process and software for the UK Corporate Solutions Team;
• Inputting information for new clients and the incorporation of new companies in the UK and submission of the requests for incorporation to Companies House;
• Liaising with notaries and 3rd party agents to obtain relevant certified documents;
• Where required the assistance with the preparation and distribution of invoices and management of the teams expenses;
• Assisting the UK Corporate Solutions Team with supplementary transactional work for the wider corporate team; and
• Other UK Corporate Solutions responsibilities as may be required.

Qualifications

• 5 GCSEs (A*-C) or equivalent, to include English and Maths.
• Educated to A Level standard (or equivalent).
• Proficient in using a computer with good Microsoft Office (including Excel) skills
• Minimum of one year's office experience in a professional services environment preferred
• Previous knowledge of Company Secretarial Software (eg Kudocs or Diligent Entities) desirable.
• Excellent attention to detail.
• Flexible attitude with the ability to prioritise a changing "to do" list.
• Excellent written and verbal skills.
• Ability to build relationships with key stakeholders both internal and external.
• Self-motivated, a team player with a proactive attitude.
• Excellent organisation and follow through.
• Knowledge, understanding and experience of general office procedures.
• Experience of and ability to manage systems.
• Excellent interpersonal and communication skills.