Job Description
Overall purpose of the job:
• To support senior members of staff with executive assistance as required by each individual. The senior individuals include the Chief Legal Officer, Chief People Officer and Head of Talent Development. In addition, the role will include administration support to the legal department and the HR department.
Duties and responsibilities:
Administration Support for the Legal department
• Assistance with maintenance of legal team work trackers
• Assistance with managing the execution of agreements once approved by Business
• Filing of hard and soft copies of legal documents and maintaining the internal registers of executed documents for both funds and corporate entities
• Creation of and subsequent monitoring of calendar reminders in relation to expiry dates or termination notice deadlines for commercial agreements and liaising with the various Capula teams to ensure instructions are issued in a timely manner re renewal or termination
• Follow ups on calendar reminders in relation to expiry dates or termination notice deadlines for service agreements and make sure they are renewed/terminated as and when needed
• Assistance with the preparation of regularly scheduled reports e.g. KRI reports
• Assistance with organising quarterly fund board meeting packs, and uploading to the relevant portal
• Assistance with scheduling page turn meetings and ad hoc Fund Board meetings
Administration Support for the HR department
• Provide administrative support to recruitment and HR processes
• Writing and placing role adverts
• Liaising with recruitment agencies and headhunters
• Setting up interview schedules and coordinating internal meetings
• Helping with employee onboarding and offboarding processes
• Act as point of contact for any candidate queries during the recruitment process
• Coordinate interview feedback collection process from recruitment agencies and internal stakeholders and relaying the feedback to the appropriate persons in a timely manner
• Keeping up-to-date statistics/ information on open, closed and potential future roles
• Help with monthly management information packs and other ad hoc management information requests as needed
• Assisting with talent mapping across trading and non-trading
• Ensuring all interview notes and Capula's ATS are in accordance with GDPR
• Assist in coordinating HR events such as networking meetings and events
• Facilitate travel and accommodation requirements for HR related travel
Executive Assistance
• Diary management for senior individuals including Chief Legal Officer, Chief People Officer and Head of Talent Development
• Organise travel, accommodation and itineraries; change schedules as required; co-ordinate with other EAs or departments as necessary; and arrange any necessary visas
• Processing of expenses
• Co-ordinate external and internal meetings as directed
• Organise lunches, dinners and attendance at any corporate events as well as team events
• Complete meeting room bookings, including any catering requirements
• Collation and production of meeting materials as required
• Maintain confidentiality as appropriate
• Provide support for other senior executives in the business during times of absence of other admin team members
Note that in addition to these duties employees are required to carry out such other duties as may be reasonably required.
Requirements
• Bachelors degree is highly desirable
• Ideally has experience working in a law firm
• Prior experience of providing personal assistance at a senior level within a professional services environment
• Exemplary communication skills - both written and verbal
• Understand the need for discretion and uphold confidentiality at all times
• Be confident in nature but remain approachable
• Be a team player
• Be a self-starter, who can show initiative
• Excellent knowledge of Microsoft office suite
Benefits
Capula is committed to helping all employees flourish in their roles by supporting your professional development and offering exposure to challenges that you may not encounter in a larger organisation.
We will provide:
• A competitive salary and bonus scheme with annual reviews
• 25 days' paid annual leave
• Excellent staff development and training opportunities
• Free breakfast, lunch, and dinner in our employee restaurant
• Medical insurance and other benefits
• To support senior members of staff with executive assistance as required by each individual. The senior individuals include the Chief Legal Officer, Chief People Officer and Head of Talent Development. In addition, the role will include administration support to the legal department and the HR department.
Duties and responsibilities:
Administration Support for the Legal department
• Assistance with maintenance of legal team work trackers
• Assistance with managing the execution of agreements once approved by Business
• Filing of hard and soft copies of legal documents and maintaining the internal registers of executed documents for both funds and corporate entities
• Creation of and subsequent monitoring of calendar reminders in relation to expiry dates or termination notice deadlines for commercial agreements and liaising with the various Capula teams to ensure instructions are issued in a timely manner re renewal or termination
• Follow ups on calendar reminders in relation to expiry dates or termination notice deadlines for service agreements and make sure they are renewed/terminated as and when needed
• Assistance with the preparation of regularly scheduled reports e.g. KRI reports
• Assistance with organising quarterly fund board meeting packs, and uploading to the relevant portal
• Assistance with scheduling page turn meetings and ad hoc Fund Board meetings
Administration Support for the HR department
• Provide administrative support to recruitment and HR processes
• Writing and placing role adverts
• Liaising with recruitment agencies and headhunters
• Setting up interview schedules and coordinating internal meetings
• Helping with employee onboarding and offboarding processes
• Act as point of contact for any candidate queries during the recruitment process
• Coordinate interview feedback collection process from recruitment agencies and internal stakeholders and relaying the feedback to the appropriate persons in a timely manner
• Keeping up-to-date statistics/ information on open, closed and potential future roles
• Help with monthly management information packs and other ad hoc management information requests as needed
• Assisting with talent mapping across trading and non-trading
• Ensuring all interview notes and Capula's ATS are in accordance with GDPR
• Assist in coordinating HR events such as networking meetings and events
• Facilitate travel and accommodation requirements for HR related travel
Executive Assistance
• Diary management for senior individuals including Chief Legal Officer, Chief People Officer and Head of Talent Development
• Organise travel, accommodation and itineraries; change schedules as required; co-ordinate with other EAs or departments as necessary; and arrange any necessary visas
• Processing of expenses
• Co-ordinate external and internal meetings as directed
• Organise lunches, dinners and attendance at any corporate events as well as team events
• Complete meeting room bookings, including any catering requirements
• Collation and production of meeting materials as required
• Maintain confidentiality as appropriate
• Provide support for other senior executives in the business during times of absence of other admin team members
Note that in addition to these duties employees are required to carry out such other duties as may be reasonably required.
Requirements
• Bachelors degree is highly desirable
• Ideally has experience working in a law firm
• Prior experience of providing personal assistance at a senior level within a professional services environment
• Exemplary communication skills - both written and verbal
• Understand the need for discretion and uphold confidentiality at all times
• Be confident in nature but remain approachable
• Be a team player
• Be a self-starter, who can show initiative
• Excellent knowledge of Microsoft office suite
Benefits
Capula is committed to helping all employees flourish in their roles by supporting your professional development and offering exposure to challenges that you may not encounter in a larger organisation.
We will provide:
• A competitive salary and bonus scheme with annual reviews
• 25 days' paid annual leave
• Excellent staff development and training opportunities
• Free breakfast, lunch, and dinner in our employee restaurant
• Medical insurance and other benefits
💡 Quick Summary
Seeking a career-building opportunity? The Executive and Administrative Assistant position is now open for candidates interested in the Admin Executive sector. This role in London offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
