Arthur Cox LLP

Executive Assistant

• Providing comprehensive administrative and secretarial support to partners and associates in the Employment Practice Group and wider Commercial team.
• Comprehensive email and diary management
• Manage AML requirements for client onboarding, ensuring all procedures are followed
• Management of billing process to include time entry, invoicing, client account balances and follow up on outstanding payments.
• Managing audit/accrual requests for clients
• Maintain electronic files, ensuring all records are up to date and easily accessible.
• Production, editing and formatting of legal documents and templates
• Digital dictation
• Co-ordinating travel arrangements, meetings and itineraries
• Processing Expenses
• Maintaining and updating client database
• Ad-hoc duties as required

• Providing comprehensive administrative and secretarial support to partners and associates in the Environmental, Planning, Infrastructure and Construction Practice Group and wider Commercial team.
• Comprehensive email and diary management.
• Manage AML requirements for client onboarding, ensuring all procedures are followed.
• Management of billing process to include time entry, invoicing, client account balances and follow up on outstanding payments.
• Managing audit/accrual requests for clients.
• Maintain electronic files, ensuring all records are up to date and easily accessible.
• Production, editing and formatting of legal documents and templates.
• Digital dictation.
• Co-ordinating travel arrangements, meetings and itineraries.
• Processing Expenses.
• Maintaining and updating client database.
• Ad-hoc duties as required.

Executive Assistant, Environmental Planning, Infrastructure and Construction

Manager

• - **Fund Registration:** Manage the registration of client funds for public distribution globally including submission of registration applications including notifications to regulatory authorities.
• - **Ongoing Reporting:** Continuously assess the ongoing reporting of funds approved to market in each jurisdiction to ensure compliance with local rules.
• - **Client Interaction: ** Adapting to clients’ needs and processes. Communicate effectively with clients and local counsel during the registration process.
• - **Documentation:** Prepare and collate necessary documentation for marketing applications, including notification forms, and jurisdictional prospectuses.
• - **Compliance:** Ensure ongoing compliance with local rules and maintain up-to-date client registration records.
• - **Relationship Management:** Liaise with third-party providers and manage these relationships.
• - **Reporting:** Prepare quarterly compliance statements and manage ongoing reporting obligations.
• - **Process Improvement:** Suggest and implement improvements to processes and adapt to varying client needs.

Funds Registration Manager

• Providing comprehensive administrative and secretarial support to partners and associates in the Pensions practice group and wider Commercial team.
• Comprehensive email and diary management
• Manage AML requirements for client onboarding, ensuring all procedures are followed
• Management of billing process to include time entry, invoicing, client account balances and follow up on outstanding payments.
• Managing audit/accrual requests for clients
• Maintain electronic files, ensuring all records are up to date and easily accessible.
• Production, editing and formatting of legal documents and templates
• Digital dictation
• Co-ordinating travel arrangements, meetings and itineraries
• Processing Expenses
• Maintaining and updating client database
• Ad-hoc duties as required

Executive Assistant – Commercial

Administration

• Scheduling and coordinating training sessions across departments and time zones.
• Communicating training schedules and updates to participants.
• Maintaining accurate training records, including attendance and feedback.
• Managing distribution of training materials and digital resources.
• Uploading recordings and resources to the learning management system (LMS).
• Generating reports on training engagement and completion rates.
• Acting as a point-of-contact for trainers and participants regarding logistics.

Training Administrator – 12 Month FTC

Product Specialist

• Understand and manage configuration options for the SharePoint based Document Management System (DMS) and third-party document processing products (Intapp Content and Collaboration) which interact with it.
• Requires strong skills in stakeholder engagement, requirements elicitation, data analysis, and translating business needs into clear, actionable solutions.
• Participate in issue troubleshooting, including raising and tracking vendor support requests.
• Coordinate the planning and review of the product enhancement backlog, ensuring that any enhancements are correctly scoped and sized in conjunction with product stakeholders.
• Conduct thorough testing of potential configuration changes to ensure they meet business requirements and do not disrupt existing functionalities.
• Support AC Training team to conduct training sessions for staff to ensure they are proficient in using the product and aware of any new features or updates.
• Create and maintain detailed documentation of configurations, changes, and testing procedures.
• Work closely with cross-functional teams to ensure the product meets organizational needs and goals.
• Assist in the development of business plans and strategies for product enhancements and internal rollouts.

Product Specialist – Legal Document Management

Accounts Payable

• The role will support a number of functions in the accounts team as outlined below.
• The role is based in the firm’s Finance function and uses the Thomson Reuters 3E accounting system.
• Reviewing T&E reimbursement claims, to include:
• Swift and accurate full cycle processing of expense claims.
• Ensure process and best practice compliance in line with applicable expenses policy and Revenue guidelines.
• Preparation of weekly expense reimbursement payment batches.
• Ensure related VAT documentation/receipts are submitted.
• Ensure accuracy of coding of expense claims within the systems used.
• Manage related queries.
• Accounts Payable:
• Assigning invoices on the system to approvers and posting approved invoices.
• Managing Accounts Payable Inbox; resolving queries on invoices from internal approvers and/or vendors.
• Managing vendor payment runs.
• Processing bank transfers for intercompany bank accounts and for payment of Vendors.
• Setting up new vendors/suppliers in the system.
• Monthly creditor reconciliations.
• Following up on outstanding invoices/queries
• Ensure compliance with internal controls and policies
• Preparation of daily bank reconciliations
• Preparation of monthly accruals and prepayment schedules.
• Ad hoc reporting and other duties as needed.
• Banking :
• Perform daily bank account reconciliations to ensure accuracy and completeness of financial records.
• Manage incoming client receipts, ensuring efficient processing and adherence to financial controls.
• Manage outgoing client payments, ensuring efficient processing and adherence to financial controls.
• Monthly withholding tax reconciliations.
• Preparation of annual audit backup schedules for the financial accountants.

Accounts Payable – 9-12 Month FTC

Business Development Rep

• Develop and execute business development and marketing programmes for the Finance Department, working closely with the Head of Finance, Practice Group Leaders and partners.
• Raise the profile of the Finance Department and help acquire new clients and expand existing client relationships.
• Actively develop and maintain a deep understanding of the corporate legal market and the competitive position of the Finance Department through internal and external research.
• Monitor, analyse and communicate market, industry and competitive trends for the Finance Department.
• Work with partners to develop and execute the business development and marketing elements of the Finance Department business plan.
• Support collaborative client initiatives that integrate expertise from practice groups to drive new business opportunities.
• Support the preparation of responses to requests for proposals or information and prepare partners for business development meetings.
• Work with lawyers, professional support lawyers and the BD & Marketing team to market the services and expertise of the Finance Department, including drafting press releases and social media strategy.
• Manage departmental rankings and oversee submissions to legal directories.
• Develop client and market facing knowledge-based marketing tools and materials – technical updates, client education – webinars and seminars.
• Lead the review and continuous improvement of the Department’s suite of marketing materials, including capabilities statements, pitch templates, deals lists, website content and press releases.
• Ensure the department’s deals and work experience are collected on a regular and timely basis and submitted to firm systems.
• Report to the Head of Business Development Manager.