Board And Legal Assistant

17520 | Legal & Compliance | Professional | Non-Executive | Allianz Partners | Part-Time | Permanent

**Role purpose**:
The Board & Legal Assistant will play a key role in supporting the Legal Team and assisting with Board administration. The role will also assist in the management of the Head of Legal - Australia, including but not limited to:

- Board administration, including assisting with Board meetings, preparation of Board packs, minutes and supporting Board Directors on an ad-hoc basis
- Diary management
- Team travel
- Meeting management
- Database maintenance
- General administration support

**The key responsibilities include**:
**Board administration**:

- Providing support to the Head of Legal - Australia on matters relating to corporate governance, board operation and administration;
- Coordinating all Board meeting requirements, including managing the Board calendar, ensuring Board meeting packs are provided on time and coordinating meeting presenters;
- Following up, proofreading and formatting draft Board submissions received from the business and compiling Board meeting packs with a high level of accuracy and attention to detail, for finalisation by the Head of Legal - Australia;
- Supporting and assisting Board Directors as required, for example with travel, accommodation, expenditure or information requests;
- Assisting with completion of processes for appointing and onboarding new directors;
- Maintaining accurate corporate records and registers, in hard copy and electronically as required, and assisting with document execution and audit requests.

**Diary Management - Head of Legal - Australia**
- Provide timely, effective diary management by prioritising and organising meetings with internal and external stakeholders throughout BU
- Ensure flow of daily operations in the business during Head of Legal - Australia's absence
- Work to provide positive outcomes for all parties through understanding the requirements / demands of the Head of Legal - Australia and through this understanding; decide which scheduled events, meetings and calls are most appropriate for allocation of the Head of Legal - Australia's time
- Coordinate and provide all key documents to the Head of Legal - Australia to ensure all relevant information is provided prior to appointments, meetings, video/teleconferences
- Meeting Management
- Preparation of meeting Agendas, action items and recording and distribution of meeting minutes
- Assist with presentations as required
- Assist in arranging recurring committee meetings and large scale meetings that require detailed organisation and liaising with internal and external stake holders

**Document formatting and Database Maintenance**
- Maintaining all Legal documents on the intranet and updating this accordingly
- Filing, keeping electronic record and formatting of all Legal and Board documentation
- Reporting
- Prepare, collate and distribute reports within required timeframes
- Collation of weekly/monthly reporting on legal matters
- Compiling compliance reports and internal/external audit material

**Travel and Event Coordination**
- Coordinate and organise meetings, workshops, seminars and related forums including arranging attendance of participants, venue - including parking, transport and catering where appropriate and preparing and distributing relevant documents
- Co-ordination of all international and local travel arrangements and preparation of itineraries and appropriate distribution if/when required
- Preparation of visas as required and monitor validity of visas
- Reconcile travel bookings performed by the Travel Management provider to ensure compliance with the travel policy and contract

**Administration Support**
- Processing of invoices through SAP/BEST
- AMEX and personal expense reconciliation
- Provide a full range of administrative support services, including filing and records management, faxing, mail, maintenance of registers/ databases, photocopying, compilation of reports
- Commitment to working 3 days per week in the Brisbane CBD office
- Recent experience working with boards, committees and senior executives, including demonstrated understanding of meeting formats and required documentation.
- Demonstrated ability to prepare concise and accurate minutes.
- High level computer literacy and advanced user knowledge of the Microsoft Office suite and Adobe Acrobat.
- Excellent organisation and time management skills as well as strong attention to detail and commitment to excellence.
- High level written and oral communication skills and the ability to engage with senior managers.
- High level of professionalism and ability to manage confidential and sensitive information.
- Self-initiative and curiosity to ask questions and seek to understand matters.
- Attention to detail
- Effective time management, task prioritisation, prompt turnaround of work and continuously search for means to greater efficiency
- Flexibility, with the ability to accep