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Legal Team Secretary

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AVEVA

Sep 17, 2024

  • Job
    Full-time
    Mid & Senior Level
  • Legal
    People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You need secretarial experience, attention to detail, Microsoft Office skills, PowerPoint and document formatting abilities, diary and travel management, and strong communication and teamwork skills.
  • You will manage diaries, organize events, assist with onboarding, resolve IT issues, process expenses, and support procurement and finance tasks while ensuring smooth team operations.

Requirements

  • Secretarial / PA experience.
  • Good attention to detail.
  • Strong knowledge and use of Microsoft Office suite.
  • Experience of drafting presentations in PowerPoint and document formatting.
  • Knowledge of Oracle or other Purchase Order processing platform.
  • Diary management experience.
  • Travel and expense management experience.
  • Strong communication and people skills.
  • Experience of working with changing priorities and tight deadlines.
  • Effective collaboration and teamwork focus.
  • Confidentiality and discretion in all transactions.

Responsibilities

  • Diary and inbox management.
  • Accommodation and travel bookings.
  • Organising and overseeing internal and external events, eg. customer events, workshops, department social gatherings, team meetings etc. This includes sourcing venues / booking meeting rooms, organising catering and videoconferencing requirements, and approval/payment processing.
  • Taking notes/minutes at meetings as needed and circulating these promptly after the meeting, following up on any relevant actions to ensure the relevant information is cascaded.
  • Deputising for Executive Assistant during annual leave periods and providing support on ad hoc projects as required.
  • Assisting with onboarding of new team members, including ordering of IT equipment and access to AVEVA systems.
  • Assisting with the resolution of any IT issues, by liaising with the IT department to ensure a positive outcome.
  • Processing and submitting expense returns via the expenses system (Concur) in line with company policy.
  • Preparing and submitting Purchase Order requests via Oracle.
  • Assisting with onboarding of new suppliers, invoicing enquiries and liaising with suppliers, dealing with Finance team and Procurement team to ensure prompt processing and payment of invoices.
  • Other duties as required.

FAQs

What is the primary role of the Legal Team Secretary?

The primary role of the Legal Team Secretary is to support senior members of the EMEA Legal Team by providing secretarial and administrative assistance, ensuring the efficient running of the Legal department globally.

Who will the Legal Team Secretary report to?

The Legal Team Secretary will report to the Associate General Counsel, Procurement & Privacy.

What kind of experience is required for this position?

The position requires secretarial/PA experience, strong communication skills, diary management experience, and travel and expense management experience.

What software tools are essential for this role?

Strong knowledge and use of the Microsoft Office suite is essential, along with experience with Oracle or other Purchase Order processing platforms.

Will the Legal Team Secretary need to take notes during meetings?

Yes, taking notes/minutes at meetings and circulating them promptly after is part of the responsibilities of the Legal Team Secretary.

Is travel involved in this position?

While the job entails overseeing travel bookings, the travel itself may vary based on team requirements and events.

Is there an opportunity for career advancement in this role?

Yes, the role involves assisting with projects and supporting various levels of the legal team, which could lead to growth and advancement opportunities within the company.

What is the company's commitment to diversity and inclusion?

AVEVA is committed to being an exemplary employer with an inclusive culture and values diversity, treating all employees with dignity and respect.

What checks do successful applicants undergo?

Successful applicants must undergo a comprehensive background check, which may include educational attainment verification, employment history, criminal records, and other checks as required by local laws.

Are there opportunities for professional development?

While the job description does not specify, AVEVA often promotes a culture of development, and employees may have access to training and development opportunities.

Are there any specific skills emphasized for collaboration?

Effective collaboration and teamwork focus, as well as strong communication and people skills, are emphasized for successful collaboration within the team.

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AVEVA

Technology
Industry
5001-10,000
Employees

Mission & Purpose

AVEVA is a global leader in industrial software, sparking ingenuity to drive responsible use of the world’s resources. The company’s secure industrial cloud platform and applications enable businesses to harness the power of their information and improve collaboration with customers, suppliers and partners. Over 20,000 enterprises in over 100 countries rely on AVEVA to help them deliver life’s essentials: safe and reliable energy, food, medicines, infrastructure and more. By connecting people with trusted information and AI-enriched insights, AVEVA enables teams to engineer efficiently and optimize operations, driving growth and sustainability. Named as one of the world’s most innovative companies, AVEVA supports customers with open solutions and the expertise of more than 6,400 employees, 5,000 partners and 5,700 certified developers. With operations around the globe, AVEVA is headquartered in Cambridge, UK.