executive assistant (legal) London, England
Job description
Job Purpose and Mission
To maximise the effectiveness of Starbucks’ EMEA Law & Corporate Affairs team by providing day to day administrative and project management support to the directors and associate general counsel. The main focus of this role is to provide dedicated support to associate general counsel to allow them to achieve their goals. This role will also have an integral part to play with supporting the wider team. The role is the face of the team and requires a confident and pro-active self-starter who enjoys taking responsibility for the smooth running of the team’s administration (document creation, filing, correspondence etc).
Summary of Key Responsibilities
1 Organising, co-coordinating, and providing full administrative support to UK based EMEA associate general counsel and team. Managing diary and activities and responsibility for organising meetings and travel.
2 The role will ensure that everything within the executive’s remit is completed effectively and within company guiding principal values and mission.
3 Work with other SEAs/EAs/Team Co-Ordinator’s to ensure relevant information is processed accurately and efficiently between functions. Act as a role model and professional administrator within the team and support co-ordinators across the business.
4 Interact with internal and external partners with integrity, honesty, and knowledge that promote the culture, values, and mission of Starbucks.
5 Manage executives’ diaries to ensure that their time is effectively organised and planned, have sole responsibility for their diary and for organising all meetings, booking rooms and ensuring they are fully briefed on every meeting. Ensure the executives’ most effective use of time to fulfil their role.
6 Manage executives’ day to day meetings and activities, ensuring they have all required information in good time for preparation purposes.
7 Act as first point of contact for greeting visitors.
8 Organising, co-coordinating, and providing administrative support as required to UK based EMEA L&CA team. Including meeting support, general team administration and processes, expenses, creation of purchase orders/payment of invoices [Oracle system] and department budget processes end to end, distribution of incoming correspondence to the department.
9 Preparation and amendment of legal documentation, agreements, and other general documentation – tracking changes, saving new versions, correspondence.
10 Collating information for regulatory purposes, log and track incoming enforcement notices and filing relevant statutory returns/forms.
11 Developing & maintaining electronic and paper-based record keeping and filing systems such as SharePoint, Passport & Office Companion, including matter opening, archiving, scanning data and contract management. Using DocuSign to manage signing of contracts. Using PowerPoint to prepare presentations.
12 Identifying and implementing processes to improve team effectiveness, including responsibility to organise team events.
13 Composing replies to routine letters, preparing reports and correspondence.
14 Liaising cross functionally within the EMEA business, with external law firms and service providers and with L&CA Seattle to be the face of the L&CA EMEA team.
15 Returning telephone calls and emails in a timely manner, provision of excellent service to the business.
16 Legal training administration. Assisting team in the co-ordination and roll out of the mandatory and supplemental training to the Legal team by external providers and by the Legal team to the business.
17 Project/Deal Support: Co-ordinating and supporting deal team lawyers and external counsel. Collating and managing the extensive paperwork. Assisting with completion duties.
18 Other ad-hoc administrative duties as and when required.
Knowledge, Skills and Experience
- Office Administration and associated PC Skills.
- Previous proven experience as an EA, legal assistant or legal secretary managing a busy in-house or private practice legal team is essential.
- Able to communicate clearly and concisely with attention to detail.
- Assertive and ability to deal with people at all levels (internal, external, senior leaders, other administrators).
- Culturally sensitive.
- Proficiency in Excel, Word, PowerPoint, Outlook, and using legal document retention and creation tools.
- Matter management experience desirable.
- Able to use own initiative to research issues and gather information.
- Pro-active, highly organised, completer finisher, determined, collegiate and resilient.
- Discretion and understanding of confidential nature of the team’s work.
- Service orientated – wanting the team to succeed and enjoys working as a key part of a team.
- Ability to balance multiple priorities and meet deadlines
Starbucks is committed to building an inclusive and diverse workforce . All applicants and partners will be treated fairly, without regard to race, religion, sex, nationality, age, physical or mental disability, sexual orientation, marital status, gender identity and expression.
