The candidate assists in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements and contractual modifications).
He assists and ensures follow-up of all procedures both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepares and distributes contractual documents, ensures due circulation of documents both inside and outside the organisation, handles notification of signatures, ensures electronic and paper archiving, store sdocuments using the electronic document management system (GED Livelink), handles notes and other memoranda.
He carries out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars.
The candidate prepares and follows-up purchase requests for consultancy and takes care of administrative aspects in relation to in-house and external consultants.
He prepares draft correspondence on various topics for the Division, including notes, reports, presentations.
He verifies data to be inserted in contractual documents and coordinates with other Directorates to assist lawyers in the preparation of new contracts and other documents. The candidate has a certified secondary-level education and secretarial training.
He has at least 3 years of relevant, professional post-qualification experience (i.e. in similar or related tasks); experience acquired as secretary/administrative assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage.
He has good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is required.
The candidate has excellent knowledge of English (oral and written) and a good knowledge of Italian is required.
He has a good knowledge of another language spoken in one of the countries for which the Division is responsible would be an advantage.