Preparing execution copies of letters / agreements / (assist) getting documents signed
Archiving, searching, retrieving, logging and records management for various forms of documentation (Word, PDFs, Emails etc)
Processing, drafting and arranging execution of Powers Of Attorney (includes reviewing and data input (info re clauses contained in the document))
(HR Legal) Litigation and case management support:
Notetaking, assisting with document production requests including liaising with Legal Discovery Management where applicable, conducting legal research, proofreading.
Legal Data Management
Opening, updating and closing matters within Litigation tracking systems, including liaising with the Case Oversight & Administration Team (COAT) in the Buenos Aires Excellence Centre
Collating and submitting updates to regular reports for senior stakeholders, boards, regulators and auditors.
Working with Litigation Business Management to generate EMI metrics for quarterly reports.
Outside Counsel Management
Drafting engagement letters and liaising with Outside Counsel on billing and admin queries
Maintaining diversity data for Outside Counsel to measure against Leading With Diversity targets.
Financial / Billing Management
Invoice Management (including submitting invoices for payment and liaising with Legal Billing Support and Outside Counsel)
Running financial reports to check the status of invoices and be a critical point of contact between the client, business and finance
Tracking budget and outlook updates on significant matters
Working with Finance Team and Litigation Reserves to process and record settlement and court ordered payments
Providing the Business Management Team with updates and implementing change management within your team
Administration support (20%):
Setting up meetings, booking rooms, arranging conference calls and telepresence sessions - internally and externally
Setting up travel arrangements for team members
Conducting on & off-boarding processes in support of the Business Management Team
Maintaining various calendars for the team (e.g. meetings, holiday calendar, completing the carry forward days at year end, collate holiday dates for summer & Xmas periods so team heads can decide on coverage needed)
Updating and maintaining e-mail and other distribution groups, team planning and resiliency data
Generic Skills & Experience
Experience of working in and understanding the culture of a Legal environment is essential
Highly competent user of Adobe and MS Office tools - ability to manipulate, format and create templates for document, manage SharePoint pages etc.
Has experience of supporting a team with general assistant duties, such as diary management, travel management, invoicing and expenses
Ability to demonstrate project management skills and influence change
Ability to multi-task in a busy and demanding role and to prioritise effectively under time pressure
Has a high level of attention to detail and delivers high quality results
Ability to work effectively as part of a team, to build networks and work in partnership
Strong oral and written communication skills.
Can quickly grasp the political landscape and key people within the organisation.
Can follow up effectively without prompting and keep ahead of arrangements and requirements
Polished, professional approach, calm and composed manner
Reliable and flexible about working hours
Knowledge of Document Management Systems is required