Administrator / Executive Assistant - Legal

Job Description

Group LegalExecutive Assistant / Administrator / Legal Secretary GCB 6 London, UKContractor Role - Initially 6 months rolling contract with potential to keep extending.Daily rate: Up to £192.50 pd PAYE or up to £247.02 pd via UmbrellaRegulatory Enforcement) to provide comprehensive, high quality, professional legal secretarial and administrative support to a London-based team of disputes lawyers comprising: the Regional Head of Litigation & Regulatory Enforcement for Europe; the UK Headof Litigation; two Managing Associate General Counsel; and a team comprising of six further lawyers and three to five secondees.The role is based in London (albeit the team is intermittently remote and hybrid working subject to the ongoing/changing Covid-related restrictions) with the objective of working closely with and supporting the lawyers. Duties consist of (but are not limitedto):

• Extensive and complex diary, email and meeting management - including organizing internal and external meetings and calls across time zones.
• Onboarding new members of staff (and offboarding departing members of staff) - particularly members of the team who are secondees on placement from panel law firms - and ensuring appropriate systems access.
• Assisting lawyers with IT, HR and other HSBC systems queries/issues and troubleshooting such issues themselves where possible.
• Opening and closing matters in HSBCs matter management/reporting system (Legal Tracker - training will be provided if no prior experience of using bank systems).
• Managing post received by the team - ensuring it is logged, correctly routed and properly actioned.
• Assisting lawyers with billing queries and working with stakeholders (third party service providers and Accounts Payable/Legal COO colleagues) to ensure prompt payment of bills, thorough investigation of any queries, and resolution of queries/issues ina timely and constructive manner where they arise.
• Coordinating and arranging team meetings; ensuring team records/MI are up to date; and assisting with arrangements for team training sessions.
• Making travel arrangements (once restrictions allow) and dealing with expenses.

The candidate should possess the following skills and experience:

• Highly proficient IT user (particularly Outlook, Word, Excel, Powerpoint, Zoom and MSTeams; ability to quickly become proficient in HSBC-specific tools (if no previous experience) including Legal Tracker, eShare, HRDirect, etc)
• Previous PA/legal secretarial experience
• Proactive diary management, including rescheduling conflicting appointments using judgment
• Ability to plan and organise workload, taking into account conflicting priorities
• Strong relationship skills / ability to communicate effectively both in writing and verbally
• Ability to deal with internal and external clients and to act as a gate keeper for your team
• Ability to prioritise and deal with multiple requests at one time
• Ability keep calm under pressure
• Ability to work accurately under pressure of tight deadlines
• Judgment and decision-making ability
• Proactive approach and forward thinking ability
• Ability to maintain HSBC internal controls and standards and under due diligence checks
• Ability to work independently