Executive Personal Assistant to Chief Legal Officer - 7 month FTC

Executive Personal Assistant to Chief Legal Officer - 7 month FTC
Norgine, United Kingdom

Experience
1 Year
Salary
0 - 0
Job Type
Job Shift
Job Category
Traveling
No
Career Level
Telecommute
No
Qualification
As mentioned in job details
Total Vacancies
1 Job
Posted on
Apr 25, 2021
Last Date
May 25, 2021
Location(s)

Job Description

We are looking to recruit an Executive Personal Assistant to support the Chief Legal Officer on a 7 month maternity cover contract.

To provide comprehensive secretarial and administrative support to the Chief Legal Officer and Global Legal Team.

KEY RESPONSIBILITIES amp; ACCOUNTABILITIES:

  • To take overall responsibility for managing an efficient secretarial and administrative service for the Chief Legal Officer.
  • To act as co-ordinator, organiser and secretary of the regular Global Legal Team meetings both onsite and offsite. This includes attending, taking and issuing the minutes in a timely manner and following up on Action Items. From time to time this may involve EU travel (approximately twice per year).
  • Prepare agendas and issue invitations and take minutes as appropriate for the regular Governance Committee and Data Privacy Sub-committee.
  • To maintain diaries, organise meetings, appointments and telephone conferences and make appropriate travel/hotel arrangements. To prepare presentation slides in a professional format using appropriate software packages.
  • Prepare and submit on a monthly basis the CLO and other Global Legal Team members’ expenses.
  • To coordinate, collate and organise the documentation and activities associated with the CLO’s role and responsibilities on the Executive Team.
  • To coordinate, collate and organise the documentation and activities associated with specific projects that may arise, for example with respect to Business Development activities such as acquisitions or partnerships, or internal projects for the use of the Chief Legal Officer.
  • To liaise with other Executive Team members EPAs to ensure proper coordination and communication.
  • Book appropriate travel and hotel arrangements for the Chief Legal Officer and other members of the Global Legal Team.
  • Screen and prioritise incoming correspondence and telephone calls, take appropriate action and compose own replies to standard enquiries.
  • Generate accurate typed documents (using Company precedents or templates, where appropriate) including general correspondence, notes or minutes of meetings, presentations and reports.
  • To maintain an accurate list of Legal counsel providing services to the Norgine Group.
  • To assist the CLO in developing service level metrics for the Global Legal Team and the conduct from time to time of performance surveys.
  • Maintain an accurate and serviceable filing system, both paper and electronic, for all legal documents, as required by the Global Legal Team.
  • Provide assistance to Global Legal Team members for scanning, paper and electronic filing and archiving files.
  • Facilitate review and tracking of external legal fees and correspondence in relation thereto.
  • Maintain and update the Genie Global Legal Team pages on a regular basis.

RELATIONSHIPS:

Internal :

  • Regular contact with staff within the Global Legal Team and in all Norgine departments and locations in order to provide, receive and coordinate information and obtain co-operation. Frequent contact with senior management throughout the Norgine world.
  • Regular contact with senior staff and/or their PAs from other pharmaceutical companies, professional advisors, consultants, industry associations, external service providers and others, as necessary.

External :

  • Regular contact with senior staff and/or their PAs from other pharmaceutical companies, professional advisors, consultants, industry associations, external service providers and others, as necessary.

Requirements

  • Educated to Degree/A level standard.
  • Excellent command of the English language, both oral and written.
  • Able to produce accurate work under pressure.
  • Knowledge of, and proficiency in, Microsoft Outlook Packages Word, Excel, PowerPoint, etc., as well as the ability to use mail, contacts, tasks and calendar.
  • Ability to use internet and search engines effectively.
  • Excellent organisational and communication skills.
  • Knowledge of travel planning and logistics.
  • Ability to work on own initiative
  • Significant experience working in a similar position at senior level.

Job Specification

Job Rewards and Benefits

Norgine

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