Company Secretariat Assistant - MATERNITY COVER-(GLO0001YS)
Your Impact:
At Jacobs, we'll inspire and empower you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow. With more than 55,000 people in 40+ countries, working at Jacobs offers an exciting range of opportunities to develop your career within a supportive and diverse team who always strive to do the right thing for our people, clients and communities. People are Jacobs’ greatest asset, and we offer a competitive package to retain and attract the best talent. In addition to the benefits you’d expect, UK employees also receive free single medical cover and digital GP service, family-friendly benefits such as enhanced parental leave pay and free membership of employee assistance and parental programmes, plus reimbursement towards relevant professional development and memberships. We also give back to our communities through our Collectively program which incorporates matched-funding, paid volunteering time and charitable donations. About the Opportunity - Company Secretariat Assistant - MATERNITY COVER (Hybrid from the London office) The Company Secretariat Assistant - 12M MATERNITY COVER is a key role that provides support to the Legal department supporting the VP Legal and Company Secretary. This description provides general information about functions and principal duties of the job. It is not a detailed description of all work requirements of the job.
Provide pro-active and efficient executive level secretarial and administrative support to Jacobs Legal Department including the Vice President Legal, P&PS EMEA and Chief Programme Counsel in addition to supporting the Company Secretariat, Corporate Securities and others involved in the management of the P&PS EMEA legal, contracts and insurance teams.
You will be a part of a close-knit, friendly, and supportive team. This is a wide-ranging role, encompassing support for the business across all European countries where Jacobs operates. The key responsibilities include:
1. Providing full board support to the meetings of the group board and committees.
2. Dealing with the company secretarial requirements of > 35 UK incorporated entities and providing support to the company’s international companies and branch offices.
3. Administering share markets, and share plans for the benefit of its employee shareholders.
4. Providing full insurance support to the business globally.
5. Managing the UK property portfolio.
6. Ensuring compliance with Company Law and best practice in corporate governance
7. Complex multiple diary management.
8. Co-ordination of domestic and/or international travel itineraries and organisation of visas
9. Provide a high standard of effective secretarial support, often under pressure to include:
oProduce complex PowerPoint presentations and organisation charts.
oOperation and possible organisation and set up of SharePoint sites.
oGeneral typing and formatting of letters, reports etc.
oCollate information and assist with production of intricate presentations and reports.
oOrganisation and preparation of Board papers, agenda, meeting room and Board slide deck
oMinute taking
oLiaising with internal and external clients to co-ordinate meetings, agendas, room bookings, arranging MS Team calls etc.
oProcess business expenses
oUnderstand and implement company policies as the relate to both the processes involved but, in some cases, also the content of what is being handled e.g.: travel and expenses policies, document security levels, internal approval processes etc...
oOrganise legal team events i.e., lunch or dinner.
oScreen incoming emails from London Facilities, determining their priority and using initiative to either deal with the enquiry or redirect if necessary.
oMeet and greet visitors and deal with any needs or general enquiries that they may have to ensure they are made to feel comfortable and welcome; organising refreshments and if required, catering and clean up post-meetings.
oMaintain and develop both the paper and electronic filing systems to ensure accurate and speedy retrieval of required documentation and reports.
oDiscrete handling of sensitive and confidential information.
oProvide occasional support for International Senior Management visiting from other offices.
oOther activities as required, including supporting and working with other administrative resources as and when necessary.
Here's What You'll Need:
Primary Location
:United Kingdom-United Kingdom Countrywide-London-UK London - Cottons Lane
Job Posting
:Apr 8, 2024, 2:45:24 AM
Job
:Legal/Contracts Administration
Organization
:Corporate Functions
Job Type
:ExperiencedJob Classification:Fulltime-Regular
Work Locations
:UK London - Cottons LaneJacobs, 2nd Floor, Cottons CentreCottons Lane LondonSE1 2QGCapabilities:Corporate Functions