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Job Purpose:

To provide professional and proactive administrative services to enable the attorneys to work effectively on a day-to-day basis by making the best use of their time and available resources to achieve the department's goals.

This is a part-time job-share role: three full days per week, with no foreseeable prospect of the role becoming full-time. The required days are Monday, Tuesday and Wednesday.

Job Background/context:

The EMEA Legal division is a critical part of the Citi organisation and many of the processes within Citi. It provides a wide range of services, support and advice to many business areas.

Key Responsibilities:

• Extensive diary management in Outlook, arranging internal and external meetings and conference calls.
• Providing support to attorneys in the department, including preparation of word documents, spreadsheets, and presentations.
• Processing internal budget requests for law firm fees, liaising with law firms to update matter numbers and resolving invoice queries.
• Management of emails, prioritising & responding as appropriate.
• Undertake routine administrative tasks such as filing, photocopying, scanning and collating of information.
• Booking internal meeting rooms.
• Booking travel & submitting expenses claims.
• Co-ordinating team holidays & holiday chart.
• Occasional archiving and retrieval of files.
• Helping with IT issues including logging tickets with the Technology team.
• Extensive ad-hoc duties as required.

Person Specification

Knowledge/Experience:

• Extensive experience in an office environment.
• Well versed in office administration and a good command of the English language, grammar and spelling.
• Document preparation and typing skills.

Skills:

• Excellent knowledge of IT software packages including Word, Excel, PowerPoint & Microsoft Outlook.
• Fully competent in all of the activities outlined in this profile.

Competencies

• A good problem solver
• Good communication skills, both written and verbal.
• Capable of working under pressure, using own initiative and with minimal supervision.
• Strong organisational and administrative skills.
• Ability to work in a team environment and handover work efficiently and effectively in a job share role.
• Ability to prioritise tasks and establish deadlines.

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Job Family:

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Time Type:

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