PA to General Counsel

About The Team

The key objective of the Legal Department is to support the business to achieve its key goals from a legal perspective. We work closely with a range of different teams across the business, in particular, the Commercial, Procurement and Finance teams.

About The Role

A great opportunity for an exceptional PA to the General Counsel, to join the Porterbrook team.

Role Purpose

To provide comprehensive organisational, administrative and programme support to General Counsel by overseeing the General Counsel’s workload/diary, taking a proactive approach to problem‑solving and presenting solutions and completing tasks as directed.

Key Responsibilities

• Provide end to end support to General Counsel, providing responsive and confidential assistance including diary management, inbox support, booking meetings, planning events, organising travel and preparing travel itineraries.
• Prepare correspondence and documents on behalf of General Counsel / Company Secretary using company templates and oversee the process via the electronic signing system Signiflow.
• Work closely with the finance team to prepare and co‑coordinate financial documents and Board minutes.
• Provide administrative support in the delivery of assignments and initiatives on behalf of the General Counsel’s office as and when required.
• Co‑ordinate and schedule all Board, Audit and Remuneration Committee meetings; maintain calendar invitations, planning and oversee the yearly Board meeting schedule.
• Work closely with the CEO, Chairman’s office and C‑Suite to co‑ordinate, format, prepare the agenda, matters arising and following up on action points and distribute bi‑monthly Board packs using Diligent and SharePoint.
• Arrange and event‑manage the Board and Committee meetings, including attendance schedule, catering, accommodation and travel.
• Keep organisational and group structure charts and contact details up to date.
• Deal with investors to support and provide ‘Know Your Client’ requests and provide all necessary information.
• E‑filing with Companies House using Diligent Entities for new Directors appointments/resignations and annual Confirmation Statements and Euronext filing and filing all other legal requirement documents. Filing through Companies House portal and Diligent Entities and various other platforms.
• Keep spreadsheet up to date of all company filing deadlines and calendar reminders.
• Filing all documentation on iManage database system and legal filing systems.
• Produce reports as and when required.
• Follow up on action points from meetings on behalf of the General Counsel.
• Provide administrative support to the General Counsel for other non‑executive roles.
• Support with delivery and co‑ordination of Board papers.
• Support the General Counsel on personal diary commitments where appropriate.

Other Duties

• Support team members with expenses, IT requests, travel and any ad‑hoc requests.
• Work with Commercial team to produce Sales and Purchase agreements, send to customers and use Signiflow to co‑ordinate documents and iManage database for filing.
• Provide general administrative support as and when required.
• Create purchase requisitions as required using the Delphi financial system.
• Keep appropriate records of correspondence and papers filed correctly within the company document management system.
• Provide scanning, photocopying, mail and filing services.
• Provide back‑up support for reception as and when required (meet and greet, lunches, ordering stationery, etc).
• Take responsibility for office management at Lynton House, including being the point of contact with management companies and utility supplier.

Skills / Experience

What you’ll need to have

• Good English language skills.
• Excellent IT skills.
• Educated to degree level or equivalent.
• Experience in Rail Industry.
• Experience working for Board Level Executives.
• Excellent working knowledge of Microsoft Office Suite, specifically Word, Outlook, Excel, and PowerPoint.
• Experience of using Diligent Board, Diligent Entities, SharePoint, iManage, Companies House portal for E‑filing.

It would be great if you also had

• Experience of providing secretarial and administrative support for Senior Executives.
• High degree of emotional intelligence – ability to balance/assess/deal with challenging situations.
• Good interpersonal and communication skills.
• Highly organised.
• High level of computer literacy (especially Microsoft Office and Excel usage), with the ability to pick up new IT systems and ways of working quickly.
• Ability to work in a diverse team.
• Ability to work under pressure to agreed deadlines and adapt to change.
• Ability to retrieve information from relevant sources through research.
• Ability to handle confidential and sensitive material.
• The flexibility to work additional/out of hours as necessary to fulfil the requirements of the role and meet the business needs.
• Ability to edit PDF documents.
• High levels of attention to detail.

Our Benefits

• 1.5x employer contributory pension scheme.
• Financial wellbeing support.
• Flexible working.
• Enhanced family friendly policies.
• Adoption & Shared Parental Leave benefits.
• Enhanced Armed Forces policies.
• Ongoing support with professional and personal development.
• Long service awards.
• Porterbrook Star awards.
• Healthcare cash plan.
• 25 days’ annual leave + Bank Holidays + option to buy and sell up to 5 days’ additional leave.
• Additional days annual leave for long service.
• Season ticket loan.

Equal Opportunities

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join us on our journey.

Accessibility

We’re committed to helping you perform at your best throughout the recruitment process. If you have a disability or need any reasonable adjustments during the application and selection stages, please get in touch with us at recruitment@porterbrook.co.uk. We’ll be happy to discuss how we can assist.

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