Senior Administrative Assistant - Legal
BNY MellonLondonUpdate time: January 27,2020
Job Description

Job Title: Senior Administration Assistant, Legal Department
Department: Legal
Reports to: EMEA Head of M&A and Restructuring Legal

Overview Of BNY Mellon:
BNY Mellon (“BNY Mellon” or the “Company”) is a global financial services company focused on helping clients manage and service their financial assets, operating in 36 countries and serving more than 100 markets. BNY Mellon is a leading provider of financial services for institutions, corporations and high-net-worth individuals, providing superior asset management and wealth management, asset servicing, Markets, clearing services and treasury services through a worldwide client-focused team.

Team Description: (Overview of the team)
This role will support two separate teams in EMEA Legal:

M&A and Restructuring
This team advises on BNY Mellon’s M&A transactions, working with the M&A and Restructuring Legal team in New York, Corporate Development as well as the businesses within Investment Management and Investment Services.

The team also oversees and coordinates EMEA-based legal entity structuring initiatives, including restructurings, consolidations, the establishment of new entities as well as the dissolution of redundant entities within BNY Mellon’s EMEA group.

The team provides general corporate advice as needed to the lines of business and on a central basis.

IP, IT & Social Media
This team advises on all Technology and IP legal issues affecting BNY Mellon entities across all businesses and business partner groups, and liaise as required with outside counsel in relation to such matters.
The principle areas of focus for the Technology/IP team in EMEA are:
• Supporting the Global Procurement function sourcing goods and services for the BNY Mellon group, especially:
o software, hardware, IT and other technology-related services;
o outsourcing transactions;
o market data; and
o consulting services;
• Advising on IP, branding and sponsorship issues;
• Supporting line-of-business lawyers with technology issues in customer-facing contracts;
• Advising on privacy, data protection and data security; and
• Supporting BNY Mellon’s Recovery and Resolution efforts and vendor management programs.

As at Q3 2019 the M&A legal team will comprise three lawyers and the Technology/IP legal team will comprise four lawyers.

Responsibilities: (Key parts to the job role):
• To provide professional secretarial/administrative support to the EMEA Head of M&A and Restructuring Legal and the EMEA Head of IP, IT & Social Media Legal and other members of their respective teams.
• To support EMEA wide initiatives as required by EMEA Legal CAO.
• To provide temporary support cover for other departmental lawyers and company secretarial staff within the London Legal Department as required, for example during vacation or other absence of their own primary administrative support, or else where time critical deliverables are required.
• To ensure that clients (internal and external) are dealt with efficiently and politely.
• Produce weekly, monthly and quarterly reporting required by EMEA M&A and Restructuring Legal and the EMEA IP, IT & Social Media Legal including matter reporting.

To assist in general secretarial/administrative tasks, including but not limited to:
• Diary management using Outlook.
• Setting up video/webex/conference calls.
• Booking of training, conferences and seminars.
• Travel arrangements, including production of detailed itineraries.
• Preparing and processing expenses.
• Dealing with IT and Facilities as required (procuring equipment, investigating IT issues, new starter setups etc).
• Organising and storing electronic and paper records associated with the role.
• Assisting in compiling MI reports.
• Assisting in managing internal know how resources.

To assist in legal secretarial tasks, including but not limited to:
• Creating and processing mark-ups of a wide range of documents including contracts, presentations, agreements, reports, proposals, meeting agendas and other documents, using Word, PowerPoint and Excel.
• Assisting with the production of papers for internal and external use (printing, photocopying, binding and delivery to clients).
• Proof reading documents.
• Dealing with routine legal and non-legal correspondence (telephone, written, email) and referring to other staff as appropriate.
• Supporting the management of the Legal Outside Counsel Billing queues for the two teams.
• Organising and maintaining law libraries, know-how, documents and case files.
• Maintaining training and absence records as required.

#LI-RG1

Qualifications

Requirements; (what we are looking for):
• Previous experience in performing a senior assistant role within an in-house legal department or else in a law firm environment assisting teams of 5 or more is preferable.
• Proven administrative, secretarial, document production and PA experience, along with advanced knowledge of MS Office packages, especially Word, Power Point and Excel.
• Experience of internal financial and expense management systems and following internal financial and billing processes.
• The successful candidate should be organised, efficient and capable of working to instructions with minimum supervision. In addition to these attributes they must have:
o The ability to work to tight deadlines, prioritising tasks accordingly.
o Extensive diary management experience, including the ability to proactively manage diary conflicts and short notice diary changes.
o Strong project management skills, supporting effective tracking of tasks through to successful completion.
o Proven experience in producing and processing complex Word documents and powerpoint presentations.
o Excellent organisational skills in order to support the effective storage of electronic and paper records associated with the role.
o Sound judgment and good decision making when dealing with problems – able to solve challenging problems.
o The ability to be a self-starter and be able to work with minimum supervision.
o A proactive and enthusiastic approach to work.
o Strong communication skills (both written and verbal) and strong interpersonal skills.
o Proven experience of successfully managing internal and external stakeholders both by telephone and face to face, including leveraging influencing skills to achieve role objectives.
o The ability to operate effectively and collaboratively as part of a wider team of assistants both within EMEA Legal and with wider executive/business stakeholders.
o A proactive attitude to building and maintaining strong working relationships that support effective completion of the role.
o An approachable and helpful attitude.
o A desire to broadly understand BNY Mellon’s business.


BNY Mellon is an Equal Employment Opportunity Employer.

Primary Location: United Kingdom-Greater London-London
Job: Legal
Internal Jobcode: 76002
Organization: Legal Affairs-HR06241
Requisition Number: 2000646

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