(Senior/principal) Legal Operational Assistant

il y a 2 semaines

Luxembourg European Investment Fund Temps plein

**EIF Posting**:
The **European Investment Fund (EIF) **is seeking to recruit for its **General Secretariat Department (GS) - Legal - Equity Operations Division** at its headquarters in **Luxembourg**, a **(Senior/Principal) Legal Operational Assistant**. This is a full-time position at grade 2/3 for which the EIF offers a permanent contract.
- _internal benchmark: (Senior/Principal) Operational Assistant_
- Panel interviews via video-conference are anticipated for July 2023._

**_
Purpose:_**

The role is to support a team division of 20+ lawyers in their jobs related to new transactions as well as legal management of the existing portfolio plus development of new mandates and management of existing mandates. As such, you will prepare and monitor legal documentation and processes, in order to contribute to the effective delivery of legal services related to the EIF’s operations.

**_ Operating network: _**

Reporting to the Head of Division - Equity Operations, you will work in close cooperation with and under the supervision of a team of lawyers and collaborate with all other divisions within the Legal Service (depending on the task) as well as with other relevant services within EIF.

**_ Responsibilities:_**

At a level commensurate with your experience and seniority, you will:

- Take care of the complex legal document management for equity transactions and mandates;
- Input data in eFront and extract respective data as requested/required;
- Assume responsibility for managing the Docusign tool for the electronic signature of legal documents of the Division;
- Register and monitor contractual deadlines;
- Prepare draft correspondence on various topics on behalf of the Head of Division, attend meetings and assist in the accurate preparation, finalisation and distribution of letters, notes, complex reports and presentations;
- Ensure administrative support on all contractual documentation in collaboration with the Division's lawyers, including processing of originals, follow-up with counterparts and internal clients;
- Collect all necessary information to assist lawyers in the preparation of new contracts and other documents;
- Proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documents;
- Ensure appropriate training to new colleagues if the need arises and guide the administrative assistant(s) in the division on procedures and deadlines;
- Provide problem-solving assistance in administrative areas to members of the division;
- Occasionally help the administrative assistants with the preparation of meetings and events with internal and external stakeholders;
- Provide general research support (using Internet and IT software if required);
- Provide general secretarial support including telephone coverage, mail/document control and distribution;
- Support the Head of Division in budget management tasks, in particular with respect to the collaboration with external law firms throughout Europe in a 7-digit range;
- Serve as a primary point of contact for the own division, with both internal and external parties;
- Directly interact with external collaborators, such as fund managers and tax and legal advisors, in relation to achievement of COP targets and existing portfolio management;
- Propose improvements and participate in the optimisation of the Division’s processes and procedures.

**_ Qualifications:_**
- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field;
- At least five (5) years of professional experience in a law firm and/or legal department of a major corporation, preferably in the segment of alternative asset management;
- Experience in managing eIDAS compliant electronic signatures (AES and QES) on an electronic platform would be a distinct advantage;
- Proficiency in working with the standard IT & office tools (particularly MS Outlook, Excel, Word PowerPoint), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment), and ideally M-files and eFront;
- Previous experience in dealing with budget and event management;
- Fluency in English, additional languages being advantageous.

**_ Competencies:_**
- High stress resistance, flexibility and ability to work with tight deadlines;
- Strong sense of responsibility, organization and initiative with a pro-active mindset;
- Good analytical and problem-solving skills;
- Attention to details and ability to perform tasks at high quality standard;
- Strong interpersonal and communication skills (both oral and in writing) in order to deal tactfully and effectively with internal/external contacts at all levels;
- High sense of diplomacy, discretion and confidentiality;
- Outstanding team-working and collaboration skills.

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