Legal Administrative Assistant

About the role

Responsibilities

• Manage the Chief Legal Officer & Company Secretary’s diary, meetings, correspondence, approvals and action tracking; anticipate priorities, resolve scheduling conflicts and coordinate senior stakeholder engagement with discretion.
• Coordinate day-to-day operations across Legal Affairs, Company Secretariat and Legal Disputes & Contract Governance. Monitor priorities and dependencies, coordinate resources and facilities, and improve operating procedures.
• Administer Oracle and other approval requests for the Chief Legal Officer & Company Secretary’s and Legal Director under the applicable Delegation of Authority. Check submission completeness, follow up outstanding approvals and escalate irregularities or bottlenecks.
• Coordinate law firm, consultant and professional adviser engagements, including documentation, internal reviews, approvals, authorized signatures and executed agreement records.
• Work with Company Secretariat and relevant stakeholders to coordinate meetings, logistics, materials, communications and the Chief Legal Officer & Company Secretary’s related commitments and deadlines.
• Coordinate memoranda, correspondence, regulatory submission requirements and corporate requests. Arrange authorized information sharing and document execution, maintaining quality, confidentiality and required approvals.
• Coordinate invoices, payment requests and queries with Finance and service providers; support budgets, expenditure monitoring and financial planning; maintain financial records and administer petty cash and reconciliations.
• Maintain secure, accessible electronic records and filing systems. Standardize naming, storage, version control and retention practices, subject to internal approvals and Company requirements.
• Liaise with People & Culture/HR, IT and other stakeholders on onboarding, offboarding, transfers and employee documentation; track queries and outstanding actions through to resolution.
• Take ownership of urgent and ad hoc executive and departmental requirements, independently resolving operational issues within the role’s remit and escalating matters requiring authorized decisions.

Skills

• Diary management
• Stakeholder coordination
• Contract governance
• Oracle administration
• Delegation of Authority processes
• Vendor and law firm coordination
• Document management
• Onboarding/offboarding coordination
• Budgeting and financial administration
• Recordkeeping and filing systems
• Confidential correspondence handling