Legal Admin Support Specialist - Frankfurt

Job Description

Title : Legal Admin Support Specialist

Business: Germany Company Secretariat

Division: Legal

Officer Title: Non - Officer

C-Grade: C11

Location: Frankfurt

Legal Entity : Citigroup Global Markets Europe AG ("CGME")

Job Purpose:

The Legal Admin Support will be vital in ensuring the smooth running of the day-to-day operations of the Company Secretarial (CoSec) team. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level. In this role you will support Citi's broker dealer Citigroup Global Markets Europe AG (CGME) - regulated by the European Central Bank, Bundesbank and BaFin - and Citibank N.A., New York, Filiale Frankfurt. The entities are subject to heightened governance standards.

This role would suit a candidate who is seeking their first introduction to a Company Secretarial role or someone in the early stages of their Company Secretarial career. This role will involve full training in a range of tasks to support the Boards and Committees of our regulated legal entities, as well as providing legal entity management support to a broad portfolio of other controlled entities. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level.

This role requires a pragmatic, proactive professional with thorough understanding of the Citi Legal Team. The overall objective of this role is to provide support to the Legal Team.

Key Responsibilities:

The position will be vital in ensuring the smooth running of the day to day operations of the busy Company Secretarial team in Germany. The role will face a wide range of internal and external stakeholders and departments and at a senior Executive level.

CoSec team day-to-day Operations:

• New team member onboarding support and ongoing systems support, liaising with IT and other teams as necessary
• Managing of team calendars and mailboxes
• Meeting room bookings where required
• Courier and documentation requests where required

Board Governance support:

• Logistical support for Board meetings e.g. meeting room bookings, catering bookings, access pass arrangements for guests, car parking arrangements.
• Potential for on-site attendance at meetings e.g. managing presenters and on-site logistical contacts
• Assisting with additional Board meeting requirements i.e. off-site Board visits, Board dinners, etc.
• Director support for Non-Executive Directors (on behalf of CoSec team) i.e. requesting diary availability, liaising with Non-Executive Directors and Executives to arrange 1:1 or small meetings outside of formal Board meetings.

And other responsibilities as required.

A typical day in the role will involve assisting in the organisation of Board and Committee meetings including agenda setting, meeting pack preparation and logistics support.

Development Value:

• Develop effective line management relationships to ensure strong understanding of the business
• Develop and maintain relationships with key business contacts
• Work collaboratively on assignments with Internal Audit teams in the Citi matrix

PERSON SPECIFICATION

Experience, skills and capabilities

Experience/Knowledge:

• Suitable relevant industry experience, preferably with some experience working in an in-house legal role within financial services
• Previous Experience in Financial Services, Legal Entity Governance
• Ability to manage complex documentation with organization and detail
• Fostering a positive environment through open communication and a willingness to get assigned tasks complete.
• Excellent verbal and written communication skills.
• Excellent interpersonal and communication skills.
• The ability to work under pressure and to deadlines.
• To be able to establish rapport with other businesses, particularly in respect to matters associated with Board and Committee meetings.

Skills:

• Fluent in English and German
• Must possess excellent interpersonal and project management skills, as well as the ability to interact and communicate effectively with Senior management
• Ability to meet tight deadlines, excellent organisational skills.
• Interacts with senior leaders, internal and external peers to gather information and works closely with the team's management to determine legal solutions

Competencies:

• Proficient in Microsoft Office: Word, PowerPoint, Excel, Outlook
• In-depth knowledge of legal customs and practices

Qualifications:

• Knowledge and understanding of the financial services industry

Job Family Group:
Legal

Job Family:
Legal Professionals

Time Type:
Full time

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