Team Administrator (Legal Team)

Key Responsibilities:

• Administrative duties
• Administrative support to team of lawyers and paralegals
• Provision of administrative support services to the team, including secretarial support (printing, faxing, couriers, processing invoices and expenses and diary management/meeting organisation)
• Record management of original documents safe custody, both in house and custodian
• Point of contact for both team and staff often on where generally accessible legal information is kept
• Coordination and arrangement of signing of all relevant documents, including all signed originals on investment transactions and liaising with third parties
• Creation and maintenance of fund and deal bibles in electronic copy.
• Co-ordination and ensuring all relevant legal information and spreadsheets are kept up to date via periodic checks.
• General documentation support including word and excel skills.
• Assistance with maintaining electronic system of directorships and other information for investee companies as required

Investment and trading documentation

• Responsible for scanning, saving, updating spreadsheets, logging of originals in safe and couriering originals, working with the relevant team members as required
• Liaising with counterparties and custodians to arrange execution of document
• Arranging signing of documents by custodians and SPVs, and maintaining and adhering to document retention policy

Legal fees and cash movements re. special situations and loans transactions

• Payment of legal and company secretary fees and update of fee database including calculating required payments and preparing payment instructions with all appropriate fund and bank details, faxing/emailing instructions, and acting as a central point for all queries
• Maintaining record of legal and company secretary spend
• Instructing Finance to get fees paid for company and its subsidiaries
• Instructing the custodian regarding cash movements and reconciliation
• Maintenance of fund and Plc fee accruals
• General keeper of legal and administrative information & corporate secretarial duties
• Point of contact for staff on where legal / co sec information is kept (eg. Authorised signatory lists, Offering Documents, Constitutional documents)
• Corporate secretarial responsibilities for the subsidiaries/funds/vehicles including SPVs (i.e. keeping directorships up-to-date, fund registrations current, arranging notarization and apostilling of documents and any related duties).

Electronic database management

• Maintaining the legal intranet, an electronic library of advice and templates.

Key Competencies Required for Role:

• Strong administrative background
• Strong attention to detail
• Advanced Microsoft package skills – Word, Excel, Outlook, Explorer
• Organisation skills for multi-tasking and document management
• Helpful and ‘can do’ attitude
• Team player
• Records and information management skills
• Financial services/legal knowledge or experience an advantage, but secondary to administration experience