Legal and Secretarial Administrator

Job Description

The Legal and Secretarial Administrator will support the General Manager, Middle East and regional Legal team with all operational matters, undertaking essential secretarial, administrative and legal support tasks. The role forms part of MME Support Services and will also provide cover for other central services support roles on an as and when required basis. Key responsibilities will include, but not be limited to: Providing full diary management to the General Manager arranging meetings, transportation & catering Preparing papers & presentations for Regional, Unit, Operations & Risk meetings, Strategy forums and workshops Compiling and circulating reports, board packs, meeting packs & travel packs Generating monthly finance reports & BD reports Providing a full range of administrative support services to the regional Legal team Maintaining and updating MESA regions POA list and renewing them on a timely basis Updating and maintaining the Entity Register Booking travel requirements to low, medium and high-risk countries including booking of flights, hotels and transfers in line with company policy; liaising with MM offices globally as appropriate Co-ordinating and booking travel to the region for Group Board and senior management globally to include flights, accommodation and transfers etc. Ensuring eForms and approvals are completed in advance of travel Ensuring travel security training is current for travellers and arranging visas for travel, as appropriate Ensuring all travel is uploaded to the Group Travel Tracker Obtaining approvals for documentation and expenditure including travel, LPOs and invoices Supporting the Legal team with preparation and issuing of contracts; Review and comparison of legal contracts and agreements Collaborating with Legal team to implement and maintain a database of contract derogations, and establish standardisation of the contract review process Editing and publishing content on Compass for the Legal team Preparation and submission of expense claims as per Group policies Assisting the Regional Insurance Manager with insurance certificates and notifications. Assisting the Legal team with documentation in relation to disputes.

Keyskills :
Legal Accommodation Administration Administrative Support Secretarial Activities Unit Operations Security Training Support Services General Management Senior Management

About Company

Mott MacDonald Pvt Ltd Mott MacDonald - India, part of a world wide Mott MacDonald Group, is a leading management and engineering consultancy service provider to the industry, infrastructure and social sectorsOur Industry and Buildings division provides engineering services to projects from concept to commissioning viz. process, front-end, basic and detailed engineering, procurement assistance, contract management, inspection, construction and overall project management to a wide spectrum of industries such as Chemicals, Petrochemicals, Oil and Gas, Man-made Fibres, Pharmaceuticals Life sciences, Agro etc. and to a range of Buildings.

Candidate Profile

Qualified to a minimum of Bachelors degreeMinimum 5 years previous experience in a similar rolePrior experience in legal administration and secretarial tasks including travel arrangementsAbility to multi-task and work under pressureAdvanced level skills in Microsoft Word, Excel, PowerPoint and Outlook.Strong organisational and time management skills to prioritise workload and meet challenging deadlinesExcellent level of accuracy with attention to detailSound interpersonal skills with ability to build and maintain effective working relationships with internal customersAbility to anticipate and resolve any potential issues arising, particularly when priorities change at short notice.Team-oriented with a positive, flexible, helpful disposition and can do attitude.Prior experience of working within a global organisation, overseas work experience being desirableBuilding and nurturing relationships and creating effective working environmentsAbility to work with geographically distant and culturally diverse teamsAdopting an adaptive mindset and using strategic and critical thinking to approach problems in a new wayA dedicated team player with strong interpersonal and communication skills, both oral and writtenAbility to effectively communicate at all levels including external stakeholdersAdopting a proactive approach towards complex tasks and overall delivery