Job Number 19164943
Job Category Administrative
Location Europe Office – London| Barnard|s Inn| 86 Fetter Lane| London|
Greater London| United Kingdom
Position Type Management
Start Your Journey With Us
Marriott International is the world’s largest hotel company| with more brands|
more hotels and more opportunities for associates to grow and succeed. We
believe a great career is a journey of discovery and exploration. So| we ask|
where will your journey take you?
The position will support four attorneys on a legal team in the areas of Asset Management| Operations Development and Employment| and will provide overflow support to the Chief Legal Counsel for EMEA. The role might support additional positions as the team structure changes. Position will report to the VP & Senior Counsel for Asset Management & Operations.
Act as liaison between the attorney and other Marriott employees and outside counsel.
Revise| edit| and proofread legal documents.
Prepare for transaction closings including preparation of execution documents and powers of attorney.
Compose| type| and transmit correspondence; type/merge| red-line| and transmit legal documents.
Track correspondence requiring responses and keep attorneys apprised of status.
Screen telephone calls; handle matters not requiring the recipient|s attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.
Coordinate and maintain calendars for attorneys.
Create and maintain desk files and permanent files| including up-to-date filing| entries in Law Manager and iManage.
Review all incoming mail and bring priority items to the recipient|s attention.
Handle all travel arrangements and prepare expense reports.
Assist attorneys/paralegals in: data entry and maintenance of practice area|s contract database and database reporting; update and maintenance of all forms| agreements| disclosure documents and Share Point Sites.
Support the entire legal team with any reasonable requests.
Planning and Organizing
Manage calendar for attorneys| including scheduling and canceling meetings| and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders and other associates.
Maintain contacts and coordinate communications with all parties to transactions.
Make travel arrangements and coordinate logistics including transportation| reservations| and lodging arrangements. Prepare expense reports.
Prepare and edit lengthy legal documents| presentations| agendas| memos| letters| spreadsheets| and other business documents.
Take notes during meetings.
Review all incoming mail and forward to the appropriate attorney| and bring priority items to the attention of the supervisor or the responsible attorney| as appropriate; track matters requiring response/action and keep supervisor apprised of status.
Assist with or take lead role in special projects as requested.
Filing / Documentation / Reporting
Enter matters in the Law Manager database; update database information| including revision and search of database for report and record management.
Handle execution of documents| including coordinating with signatories.
Compose| type| and transmit correspondence and e-mails; type| red-line| proofread| format and transmit legal documents.
Create and maintain computer- and paper-based filing and organization systems for records| reports| documents| other files| etc.
Create and maintain desk files and permanent files| including up-to-date filing| entries in Law Manager/iManage| and transmittals to the Records Management Section.
Assist paralegals by editing and maintaining| as requested all forms| agreements| disclosure documents| processes and other materials used on Team Share sites.
Policies and Procedures
Maintain confidentiality of proprietary materials and information.
Protect the privacy and security of clients| customers| and coworkers.
Follow company and department policies and procedures.
Research questions and problems and make recommendations for resolution.
Ensure that personal appearance| immediate work area| and Group-wide shared spaces are clean| professional| and in compliance with company policies and procedures.
Protect company tools| equipment| machines| or other assets in accordance with company policies and procedures.
Address client service needs in a professional| positive| and timely manner.
Actively listen and respond positively to the questions| concerns| and requests of others.
Proactively assist other employees to ensure proper coverage and service.
Discuss work topics| activities| or problems with co-workers| supervisors| or managers using proper discretion.
Answer telephones using appropriate etiquette including using the callers| name| transferring calls to appropriate person/department| requesting permission before placing the caller on hold| taking and relaying messages| and allowing the caller to end the call. Screen telephone calls accordingly; refer calls to other appropriate parties for handling; organize meetings and conference calls.
Speak to clients and other employees using clear| appropriate and professional language.
Prepare and review written communications (e.g.| emails| memos| documents)| including proofreading and editing written information to ensure accuracy| completeness| and timeliness.
Communicate with and listen to other employees to effectively exchange information.
Working with Others
Treat all employees and clients with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.
Handle sensitive issues with employees and/or clients with tact| respect| diplomacy| and confidentiality.
Actively listen to and consider the concerns of other employees| responding appropriately and effectively.
Transmit information and communications using a computer.
Enter| preserve and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse| scanner) to update records and files| and answer inquiries from Practice Group members and clients.
Transmit and preserve information and communications using mail| email| scanner| or fax machine.
Operate standard office equipment other than computers such as telephone| scanner| fax| photocopier and electronic peripherals.
Ensure necessary office supply inventory is available| and order as needed.
Ensure all office equipment is in working order| calling maintenance when needed.
CANDIDATE PROFILE – KEY TALENTS AND EXPERIENCE DESIRED
Requirements for Position
Previous experience in a law firm or corporate law department with a transactional/commercial legal practice preferred.
Minimum of four years of secretarial experience.
Excellent organizational and interpersonal skills.
Ability to work well under pressure in a fast-paced environment| effectively manage multiple tasks and high volume.
Diligence| strong work ethic and ability to work overtime.
Ability to work independently and as part of a team.
Superb attention to detail.
Flexibility to adapt to continually changing workload priorities.
Excellent written and verbal skills.
Fast| accurate typing.
Excellent word processing and spelling/grammar/proofreading skills.
Strong skills with MS Word| Outlook| and PowerPoint. Proficiency or capacity to learn to utilize Share Point and database programs such as Imanage and Law Manager mandatory.