IN SHORT

The Assistant will be supporting the Legal Department, including the 3 UK based senior lawyers and the rest of the team in London with occasional requests from other offices.

Act as first point of call and an efficient gatekeeper for Legal Management, managing all incoming postal correspondence and calls for the management to ensure appropriate action is taken in a timely manner

WHAT YOU WILL DO

  • Diary management – Manager’s meetings, conference calls, agendas and their translations, minutes, pre-read distribution, understanding of key projects, priorities and cascaded actions.
  • Control of Head’s orders – monitoring and coordination of any orders Manager gives to their direct reports / receives from Company’s top management.
  • Finance Management – expenses processing for the Managers, monitoring team budget and helping with planning, accruals, processing team-generated invoices, POs, P2P, cover sheets, performing checks against policies and procedures, flagging irregularities, liaison with internal Finance teams.
  • Travel management – travel booking (flights, hotels, transfers, visas etc) for Manager and team group travel, acquisition of visas, and other travel documents, basic team travel reporting.
  • Event management for the team – Organisation of departmental and team events.
  • Onboarding/offboarding – of JMLs to the team – IT access, seating, floor plans, internal processing
  • Alignment, cascading & communication – ensuring the Managers and the team are in tune with the latest corporate developments, new policies, new initiatives, keeping the department aware of what is going on across the company.
  • Contract Management – assisting with the document signing process for the legal department. Ensuring all contracts received are uploaded to Doxis (Legal Department Document Management System). Reconciling contracts with Front Office and LNG on a monthly or quarterly basis to ensure all contracts are received.
  • Notary Management – coordinating and managing notary requests, across the company, including appointment scheduling, assisting with documents, and ensuring invoices are passed to the correct departments for payment.
  • Rapport: build a strong understanding of management’s working style and method and adapt accordingly to match his energy level and scope of work.
  • Staying on top: take full proactive ownership of Manager’s diary including all appointments and meeting and related arrangements aiming to maintain a healthy work/life balance. This includes managing highly complex and ever-changing meetings schedule and travel arrangements.

You will be required to:

  • Able to cope with multiple priorities in a constantly changing environment
  • Able to work with lack of clarity / minimum of instructions
  • Able to cope well under stress demonstrating high energy level
  • Diligent and dependable
  • Mature and professional attitude to work
  • Able to work as part of a team as well as individually
  • Excellent written and spoken English. Knowledge of German or other languages is an advantage.
  • Strong Word and Excel skills are essential with strong numeric and analytical ability including spreadsheet skills;
  • Excellent interpersonal skills, including the ability to deal effectively and politely with all members of the organisation;
  • Thorough organisational, planning and administrative skills;
  • · Innovative forward thinking; ability to analyse current work practices and suggest and rapidly implement improvements and solutions;

WHAT YOU WILL BRING

  • Team player: build and maintain a strong network of relationships and with other offices within SEFE Group to ensure smooth flow of communication. Provide cover for the other PAs during holidays, as and when required.
  • Awareness: develop a strong understanding of the work the Manager performs and delivers.
  • Protecting the Company: strong knowledge of relevant policies and processes. Control & contribution to development where applicable
  • Experience of working in an international organisation with overseas parent company is an advantage
  • Degree level education, any additional business-focused qualification is an advantage
  • · Formal secretarial training preferable

OUR BENEFITS

We’re committed to creating an inclusive environment that embraces diversity and fosters the development of knowledge, skills, and experience. Whatever your role, you’ll find an open, welcoming atmosphere that empowers you, and recognises your contribution.

We offer a competitive starting salary supported by a comprehensive, and broad reaching benefits package which includes:

 

· Non-contributory pension

· 25 days holiday plus bank holidays and 2 volunteering days

· Buy / sell holidays

· Life assurance

· Medical and dental insurance

· Range of optional flexible benefits

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Based in our offices in London, you can benefit from hybrid working offering the flexibility to spend some of your working week at home. We are committed to supporting your career growth with opportunities to develop both your knowledge and experience through a blended approach to learning.

 

Join SEFE and help us secure gas supply across Europe and shape a better, more sustainable tomorrow.