Executive Assistant EA PA Legal Litigation General Counsel

Posted 22 March by Hays Specialist Recruitment Limited
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Executive Assistant EA PA Legal In-house Litigation General Counsel Brentwood Essex Temp2Perm

Your new company
You will be working for a commercial business based in Brentwood, Essex. You will be working within the in-house legal team providing support to the Head of Legal. This role is starting on a temporary basis with potential to be offered on a permanent basis for the right candidate.

Your new role

Company Secretarial Responsibilities

  • Board, Risk and Audit Committee pack preparation
  • Prepare Agenda with Chairman and Company Secretary and issue to Board of Directors
  • Circulate action points following each Board and Committee meeting
  • Ensure all Company Secretarial filing - e.g. minutes, resolutions, returns, statutory registers, certifications, powers of attorney
  • Maintain Companies House Website and Account and order Certificates of Good Standing
  • Coordinate the notarisation and apostilling of company documents, liaising with the notary as necessary
  • Conduct periodic audits of hard copies of Board, Risk, Audit, RemCo and Admin committee minutes and other statutory documents
  • Attend to periodic information requests from Auditors, the Prudential Regulation Authority and other internal and external stakeholders


Legal Assistant Responsibilities

  • Attend and Minute the monthly Executive Committee Meeting, liaising with all members / presenters
  • Prepare quarterly litigation reports, obtaining updates from managers, running reports from the litigation reporting system
  • Process invoices for payment
  • Add new suppliers to the database - issue application form to supplier and update database accordingly once completed form has been received
  • Maintain invoice tracker - enter invoice details once received and track progress of invoices
  • Budget / Forecast Report - liaise with members of the legal team and project leads to ensure legal project costs are captured and inserted into Forecast.
  • Liaise with director of Legal to ensure all departmental costs are up to date and accurate
  • Review Cost Report
  • Raise cheques / BACs requests
  • Preparation of certifications and legal documentation
  • Manage departmental Business Continuity Plan, including updating the department's Organisational Chart - to be updated annually or when a new starter joins the team / someone leaves
  • Manage department's Basic Control File
  • Manage new starter / termination process - arrange for access to building, printer access, hardware / software requests
  • Organise travel for the Head of Legal - search for flight / hotel / parking costs, raise travel approval and then book accordingly
  • Process expense claims for the Head of Legal
  • Manage legal team holiday tracker
  • Complete Salary Time Statements for the legal team
  • Complete tasks within and update Daily Review Guides
  • Organise legal team meetings and ad hoc meetings
  • Organise 1-2-1's between Director, Legal team
  • Assist with preparation of presentations


Project Administration Responsibilities

  • Assist the Legal project lead with setting up new suppliers on the Supplier Database
  • Process project invoices for payment - print and code invoices and pass to project lead / legal director / general counsel for approval and send to India team when approved
  • Maintain invoice tracker - enter invoice details once received and track progress of invoices, liaising with the shared service centre where necessary.


What you'll need to succeed

  • Excellent Outlook, Word, and basic Excel and PowerPoint skills
  • Ability to work under pressure and to tight deadlines
  • Document and office management support skills
  • Excellent interpersonal and communication skills
  • Be able to work independently with a good attention to detail
  • Good self-organisational skills
  • Ability to take initiative and resolves issues through innovative solutions


You will ideally have worked as a Legal Assistant or Administrator or PA or EA with experience of working with a legal team

What you'll get in return

£12.14-14.56 from day one dependant on experience rising to £14.56 after 12 weeks. This job is starting on a temporary basis, but with a view to be offered permanently for the right candidate.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.



Hays EA is a trading division of Hays Specialist Recruitment Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Required skills

  • Brentwood Essex legal general counsel inhouse in-house pa ea assistant

Reference: 37575196

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