Personal Assistant (12 month FTC)

We are seeking an experienced Personal Assistant on a 12 months fixed term contract to assist the Head of Legal UK within an in-house legal department of a busy IT services organisation, whilst the current PA is on secondment. In this role, you would be responsible for daily diary and email management and prioritisation, and other tasks, working closely with the Head of Legal to support their role in the organisation.

What you'll do

• Proactive diary management and organisation
• Liaising with business areas internally, external customers, suppliers and outside legal counsel to schedule meetings and responding to emails on behalf of the Head of Legal
• Email review and categorisation, working with the Head of Legal to manage time and task completion
• Acting as a gatekeeper for the Head of UK Legal, redirecting enquires where required.
• Communications support for the internal team and business communications from the Head of Legal
• Ongoing maintenance of bespoke Microsoft Form, (that is the primary contact route into the department), including running reports and analysis as required
• Maintenance of bespoke Microsoft Form serving as reporting tool for team workloads
• Collection and analysis of department data and producing results via PowerPoint to senior management on a monthly basis
• Assisting in department projects, including the review, publishing and communicating of legal standards to the wider business
• Assisting in the editing of legal documents as instructed
• Coordinating signatories for legal documents as instructed
• Assisting the UK Head of Legal and their direct reports with presentation materials where required which reflect business standards and corporate branding, for key stakeholders.
• Organising of department meetings and social events – including producing collateral, booking internal and external speakers and, event planning and management
• Management and storage of legal practice certificates and other subscriptions
• Booking travel (including international) and processing expenses for the Head of Legal
• Approving holiday and expenses for Head of Legals direct reports, using internal systems

What you'll need

• Highly organised individual with excellent communication skills
• Strong problem-solving skills, attention to detail, and the ability to handle multiple tasks simultaneously
• Enthusiastic and self-motivated with a willing, helpful attitude
• Ability to work independently and to be part of a team, guiding teams where appropriate
• Fostering a collaborative and inclusive work environment
• A calm professional manner, even during times of rapid change
• Excellent written and computer skills
• Must be proficient in Microsoft Office, including the use of Microsoft Word Tracked Changes
• Must have experience of diary management
• Be able to establish and maintain key working relationships throughout the organisation including within the Legal & Compliance team and Sales
• Must be willing to undergo DBS checks due to the confidential nature of some activities
• A proactive individual with the ability to hit the ground running working within a fast-paced sales environment

Preferred: experience in Microsoft PowerPoint, using DocuSign, Microsoft Teams and Forms