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This commodities firm based in the heart of Mayfair needs a charming and confident EA/Office Manager to run the office and to support the General Counsel & CFO. Due to the nature of the work that the GC does it would be incredibly beneficial if this person has legal experience either from a law firm or from an in-house legal support role but its not a prerequiste and can be learnt. It is a small office of 12ppl and so it has an intimate feel but they are a global company specialising in precious metals so it can be very fast paced and pressurised at times. Key responsibilities are:
Diary management for GC & CFO Producing/amending/editing documents including Legal and Company secretarial documents Preparing letters, emails and processing documents including e-signing using MS Word, Adobe and MS Excel Assisting Company Secretary to prepare and maintain up to date annual Board calendar and organising board and committee meetings Assisting to prepare board packs Loading contacts/notes on CRM database Organising global travel (using company travel agent) Office supply restocking, i.e. stationery, equipment, kitchen supplies including keeping tidy and in good order Managing office equipment needs/procurement of necessary items, e.g. furniture; hardware/ IT and telecoms equipment Manage, co-ordinate and maintain diaries, including long term diary planning, travel arrangements and appointment requests Ensure management is well prepared for meetings including agenda and documentation preparation for internal and external meetings in a timely manner. Organise, co-ordinate and manage internal events Arrange videoconferences / teleconference meetings nationally and internationally over a number of time zones Attend and co-ordinate meetings in order to compile, transcribe and distribute minutes and associated materials of meetings. Arrange and co-ordinate all aspects of visits for Board representatives and executive management from UK Corporate Office to global offices including internal flights, accommodation, meetings and accompanying documentation Receive and screen incoming communications providing information which regularly requires the use of sound judgement and interpretation of policies and procedures Monitor and track incoming and outgoing tasks for their deadlines alerting stakeholders to upcoming deadlines and ongoing commitments Reconciliation of expenses
The ideal candidate will have legal experience, a good business acumen, strong MS Office skills, the ability to work at a fast pace and to multi-task. Strong communication skills are required with the confidence to be able to ask questions and to work autonomously. As the General Counsel deals with a lot of legal documents, contracts and agreements he requires someone who can work as a fast pace and have a sense of urgency as they often have to turn around important documents very quickly. This is a small and intimate head office for a fast-moving company with a lot happening within the business. The team are incredibly busy but friendly and the role really will be what you can make of it. This is an office based role (5 days per week) and the hours are 9am-5pm.
