Executive Assistant To General Counsel

Role & responsibilities

• Provide high-quality secretarial and administrative support to the General Counsel, who leads the Regulatory, Supervisory, and Corporate Affairs team, as well as other team members.
• Manage payment arrangements for external counsel in line with approved Legal Department practices.
• Assist in drafting and formatting a variety of documents including contracts, presentations, agreements, reports, proposals, meeting agendas, using Microsoft Word, PowerPoint, and Excel. Support the preparation and distribution of internal and external documents (e.g., printing, photocopying, binding, and delivery).
• Proofread legal correspondence and documents, offering comments where appropriate.
• Handle routine legal and non-legal communications (telephone, written, email), escalating to relevant staff as needed.
• Assist in managing the Legal Departments external counsel billing processes, including budgeting and cost tracking.
• Coordinate travel arrangements and prepare detailed itineraries.
• Support onboarding processes for new team members.
• Maintain trackers for legal and administrative tasks across the department.
• Assist legal team with billing and related administrative activities.
• Support the handling of KYC documentation for group companies.
• Create purchase requisitions (PRs) and manage law firm invoice processing.
• Provide general legal secretarial support as assigned within the Legal Department.
• Maintain records of invoices submitted to the Accounts team.
• Liaise with Accounts for invoice-related coordination.
• Assist with budget management activities.
• Create and maintain registers for group companies.

Preferred candidate profile

• Previous experience working as a Legal Secretary or in a supporting capacity for a legal team or organization.
• Previous experience in performing senior assistant role with proven competence in the following: o Diary management using Outlook (including ability to proactively manage diary conflicts). o Advanced knowledge of MS Office packages, especially Word, Power Point and Excel. o Organizing travel arrangements, including production of detailed itineraries. o Preparing and processing expenses. o Dealing with IT and Facilities as required (procuring equipment, investigating IT issues, new starter setups etc). o Organizing and storing electronic and paper records associated with the role. •
• You should be organized, efficient and capable of working with minimum supervision, able to work to tight deadlines and to proactively prioritize tasks, and a collaborative team player.
• Be comfortable, adaptable and able to work in a different location to the team in which they are supporting.
• Experience of working in the Industrial Plant sector would be an advantage.

Skills and Attributes

• Excellent command over MS word, excel and PowerPoint.

• Excellent in English language with verbal communication skills, including listening skills.

• Proficiency in writing, editing, and proofreading.

• Worked on SAP platform, using success factors would be desirable.

• Technical skills, including the ability to work with databases management software added advantage.