Brakes Group

Executive Assistant to Group Secretary and General Counsel

Recruiter
Location
Ashford
Salary
Competitive
Posted
18 May 2017
Closes
15 Jun 2017
Ref
04391
Contact
Brakes Group
Business Sector
Food & Drink
Hours
Full Time
Contract Type
Permanent

Role purpose: Provide a timely and accurate secretarial service to the Group Secretary and General Counsel and wider legal team.
Dimensions:
To provide an efficient and responsive administrative and organisational service to the Group Secretary and General Counsel. You will be responsible for providing full secretarial assistance to the Legal team to ensure a high level of service is maintained. This position will be of key importance and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment. You will be able to demonstrate the ability to effectively plan and organise your workload and the initiative to resolve issues quickly in an appropriate manner, with attention to detail and confidentiality being crucial.
 

Role context and Principle Accountabilities

  • Manage and maintain diary and email account.
  • Filter emails, highlight urgent correspondence and print attachments.
  • Ensure busy diary commitments, papers and travel arrangements are managed effectively
  • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place
  • Filter general information, queries, phone calls and invitations
  • Ensure the Group Secretary and General Counsel is fully briefed on, or prepared for, all engagements
  • Keep and maintain an accurate record of papers and electronic correspondence
  • Minute general meetings as required
  • Maintain, archive and retrieve files, as appropriate
  • Manage the Group Secretary and General Counsel’s expense and mileage claims promptly
  • Manage all incoming invoices received by the legal team

Knowledge, skills, experience and competencies

  • RSA I & II qualifications preferred.
  • Has worked as an E.A or P.A within a fast paced office environment supporting a number of people, with advanced knowledge of Outlook, Word, PowerPoint and Excel
  • Good relationship builder
  • Excellent, spoken, written and presentational skills, effective communicator
  • Well organised and able to effectively prioritise
  • Have the ability to manage a varied workload
  • Flexibility in changing demands whilst at work
  • Ability to perform under pressure
  • Resilient and reliable
  • Team player and an advocate of the Company values

Key relationships

  • Manage and maintain diary and email account.
  • Filter emails, highlight urgent correspondence and print attachments.
  • Ensure busy diary commitments, papers and travel arrangements are managed effectively
  • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place
  • Filter general information, queries, phone calls and invitations
  • Ensure the Group Secretary and General Counsel is fully briefed on, or prepared for, all engagements
  • Keep and maintain an accurate record of papers and electronic correspondence
  • Minute general meetings as required
  • Maintain, archive and retrieve files, as appropriate
  • Manage the Group Secretary and General Counsel’s expense and mileage claims promptly
  • Manage all incoming invoices received by the legal team
  • RSA I & II qualifications preferred.
  • Has worked as an E.A or P.A within a fast paced office environment supporting a number of people, with advanced knowledge of Outlook, Word, PowerPoint and Excel
  • Good relationship builder
  • Excellent, spoken, written and presentational skills, effective communicator
  • Well organised and able to effectively prioritise
  • Have the ability to manage a varied workload
  • Flexibility in changing demands whilst at work
  • Ability to perform under pressure
  • Resilient and reliable
  • Team player and an advocate of the Company values

Key internal relationships include

  • Legal team and other E.A’s / P.A’s, including English speaking contacts in France and Sweden.