Legal Administrative Assistant

The closing date for this position is Wednesday, 23 October 2013

• To ensure that the Senior Operations Counsel (SOC) has support on ALL administrative and clerical tasks so the SOC can focus on business issues.
• Manage the SOC’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the SOC’s office.

Key Duties and Responsibilities

Communication

• Timely review of all incoming mail, and responding or re-routing to the correct respondents
• Timely and professional preparation of outgoing mail for the Senior Operations Counsel
• Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
• Managing all internal and external queries and requests, responding and re-directing accordingly

Calendar and Agenda

• Scheduling of meetings
• Distribution of the Senior Operations Counsel annual calendar to direct Reports
• Managing requests for meetings by key stakeholders or other outside parties

Travel arrangements

• Arranging for all travel, hotel bookings and pick up
• Ensuring passport and visa’s are current and in good order
• Prepare detailed itineraries for use by the Senior Operations Counsel

Preparation, facilitation and co-ordination of routines & meetings

• Arrange necessary travel & accommodation
• Co-ordinate relevant meetings, appointments and routines within legal function and between Legal function and other functions and franchises.
• Arrange required venues, virtual or physical to facilitate optimal meetings
• Prepare detailed itineraries, meeting agenda’s and follow up minutes where required
• In liaison with the Senior Operations Counsel, assist in the development of background material for power point presentations

General Legal support and administrative Work

• Maintain internal contact details for use by the Legal Team
• Maintain external contact details for all key stake holders
• Set up a system to ensure follow up and follow through on all project deadlines and responses
• Prepare and manage the Senior Operations Counsel’s expenses – includes expense reports, and ensuring her credit card(s) are valid and paid for
• Liaise with facilities as necessary with regards to office requirements
• Manage filing, records and maintain document management platforms

Management of Payments

• Complete all Legal team office financial transactions using SAP e.g. travel expenses, tickets, travel requests, holidays, etc
• Monitor the office budget on behalf of Senior Operations Counsel – identify discrepancies and notify relevant team members as and when necessary

Financial/Job Scope

• Responsible for administration and tracking of Legal team’s office budgets

Organizational Impact/Influence

Interactions:

Within the Company –

• Business Unit Leadership Team

Outside the Company –

• Bottler Management
• Travel agencies
• Car Rentals
• Embassies
• Hotels
• Government Officials (Ad hoc meetings for various reasons)
• External law firms

Supervisory Responsibilities

Direct Reports None
Indirect Reports None

Related Job Requirements/Qualifications

Skills: 

• General Office Management
• Methodical thinking and a high sense of urgency
• Excellent communication skills, written and Spoken
• Ability to work under pressure with tight deadlines
• Effective Time Management
• Exposure to Legal processes mandatory

Competencies: 

• Astute written and spoken English
• Attention to detail
• Ability to balance strategic priorities and short term goals
• Excellent people skills; Customer service gifting
• Lives the Values

Required Experience

5-8 years working experience in customer service or related area
Experience managing a senior manager’s office
Advanced computer skills-MS Office, SAP, Internet, MS-Power point

Educational Requirements

Bachelor’s Degree. Trained Administrative and Communication Skills

Cultural Diversity

Ability to balance interaction with both Senior and Junior management
Ability to manage diverse cultures and work styles

Analysis

Job includes creative thinking and self-driven approaches to problem solving.

Judgement and Decision Making

Decisions in this role are mainly referred, except those relating to the administrative function of the Legal office.

Travel Requirements

Limited or no travel required

At The Coca-Cola Company you can cultivate your career in a challenging and dynamic environment. We are the largest manufacturer and distributor of nonalcoholic drinks in the world-selling more than 1 billion drinks a day. Unlock your full potential with a future-focused company that is known and respected throughout the world.

To apply click here