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Legal Personal Assistant

Employer
London Metal Exchange
Location
UK
Salary
Competitive
Closing date
23 Feb 2021

View more

Sector
Legal
Contract Type
Permanent
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Job Details

Overall Purpose:

The PA will provide administrative support across the Legal business function. The individual will work closely with the other team members to ensure efficient and effective running of the Legal business functions for both LME and LMEC. The role involves assisting the General Counsel and other members of the Legal team with the management of the LME's spend on external legal advice, which includes maintaining Excel spreadsheets and liaising with the billing teams at multiple law firms. The role is for maternity cover, to start immediately and continue until June. The role has arisen because the existing maternity cover temp is moving to an alternative permanent role within the LME. The current temp will continue to provide some support to ensure a smooth transition.

Responsibilities:

Tasks specific to the LME Legal Function:

  • Maintain regular contact with external counsel to ensure WIP updates are received by the end of each month and keep Legal team up to date on external legal spend
  • Manage invoices and budget for the Legal department and maintain the Legal Spend spreadsheets and raise POs and set up new suppliers
  • Handle and file original documents, ensuring that documents are signed and completed correctly and maintain the Contracts database
  • Keep the LME and LMEC rulebooks up to date both in hard copy and on the LME website. Assist with formatting and issuing versions of the rulebooks from time to time.
  • Formatting and Issuing Notices for Lexis Nexis on a weekly basis
  • Assist with the annual review of the Insurance Policy, collating updates from all Function Heads and maintaining tracker index.


Business Function support:

  • Diary management, including organising external and internal meetings;
  • Key meeting co-ordination, minute taking and action tracking;
  • Assist with presentation preparation, predominantly in PowerPoint and Word;
  • Effective liaison across LME, LMEC and HKEx administrative functions as required
  • Assist with updating and maintaining content on the Corporate Internet site for the department
  • Ad hoc administrative duties to provide assistance to the teams as required
  • Processing monthly expense claims
  • Maintain Legal Team holiday rota
  • Organise regular team meetings and team events, such as the yearly Legal offsite, meetings of various committees etc


Academic and Professional Qualifications Required:

  • GCSE English and Maths
  • A-level educated preferred
  • Legal Secretarial qualification preferred.


Required Knowledge and Level of Experience:

  • Significant experience in an administrative capacity
  • Excellent IT skills including :
  • Outlook - advanced
  • Powerpoint - advanced
  • Word - advanced
  • Excel - intermediate
  • Adobe Acrobat - advanced


Skills Sets & Core Competencies Required for Role

  • First-rate organisational skills
  • Exceptional knowledge of MS Office packages, i.e. Word, Excel and PowerPoint, Outlook
  • Excellent ability to prioritise work load to meet deadlines and manage expectations
  • Strong and confident communicator both verbally and in written form
  • Ability to multi-task


Personal Qualities:
  • Ability to work across a number of teams effectively and ability to work upon own initiative as required
  • Proactive, self-starter
  • Motivated Team Player
  • Productivity with a high degree of accuracy and strong attention to detail
  • Ability to prioritise workload
  • Responsive with an ability to work under pressure and to tight deadlines
  • Discreet and able to maintain confidentiality at all times
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