Legal Team Secretary

at  AVEVA

AVEVA is a global leader in industrial software. Our cutting-edge solutions are used by thousands of enterprises to deliver the essentials of life – such as energy, infrastructure, chemicals and minerals – safely, efficiently and more sustainably.
We’re the first software business in the world to have our sustainability targets validated by the SBTi, and we’ve been recognized for the transparency and ambition of our commitment to diversity, equity, and inclusion. We’ve also recently been named as one of the world’s most innovative companies.
If you’re a curious and collaborative person who wants to make a big impact through technology, then we want to hear from you! Find out more at
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The Job
To support the senior members of the EMEA Legal Team, who report directly to the General Counsel and Company Secretary. The role will provide secretarial and administrative support, working closely with the Executive Assistant and deputising during holiday periods.
Based in the London office to support the SVPs and VPs in the EMEA Legal Team. The role will report to the Associate General Counsel, Procurement & Privacy, and will contribute to the efficient running of the Legal department globally.

Responsibilities

• Diary and inbox management.
• Accommodation and travel bookings.
• Organising and overseeing internal and external events, eg. customer events, workshops, department social gatherings, team meetings etc. This includes sourcing venues / booking meeting rooms, organising catering and videoconferencing requirements, and approval/payment processing.
• Taking notes/minutes at meetings as needed and circulating these promptly after the meeting, following up on any relevant actions to ensure the relevant information is cascaded.
• Deputising for Executive Assistant during annual leave periods and providing support on ad hoc projects as required.
• Assisting with onboarding of new team members, including ordering of IT equipment and access to AVEVA systems.
• Assisting with the resolution of any IT issues, by liaising with the IT department to ensure a positive outcome.
• Processing and submitting expense returns via the expenses system (Concur) in line with company policy.
• Preparing and submitting Purchase Order requests via Oracle.
• Assisting with onboarding of new suppliers, invoicing enquiries and liaising with suppliers, dealing with Finance team and Procurement team to ensure prompt processing and payment of invoices.
• Other duties as required.

Skills & Qualificiations

• Secretarial / PA experience.
• Good attention to detail.
• Strong knowledge and use of Microsoft Office suite.
• Experience of drafting presentations in PowerPoint and document formatting.
• Knowledge of Oracle or other Purchase Order processing platform.
• Diary management experience.
• Travel and expense management experience.
• Strong communication and people skills.
• Experience of working with changing priorities and tight deadlines.
• Effective collaboration and teamwork focus.
• Confidentiality and discretion in all transactions.

AVEVA requires all successful applicants to undergo and pass a comprehensive background check before they start employment. Background checks will be conducted in accordance with local laws and may, subject to those laws, include proof of educational attainment, employment history verification, proof of work authorization, criminal records, identity verification, credit check. Certain positions dealing with sensitive and/or third party personal data may involve additional background check criteria.
AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business.
Come and join AVEVA to create the transformative technology that enables our customers to engineer a better world

• Diary and inbox management.
• Accommodation and travel bookings.
• Organising and overseeing internal and external events, eg. customer events, workshops, department social gatherings, team meetings etc. This includes sourcing venues / booking meeting rooms, organising catering and videoconferencing requirements, and approval/payment processing.
• Taking notes/minutes at meetings as needed and circulating these promptly after the meeting, following up on any relevant actions to ensure the relevant information is cascaded.
• Deputising for Executive Assistant during annual leave periods and providing support on ad hoc projects as required.
• Assisting with onboarding of new team members, including ordering of IT equipment and access to AVEVA systems.
• Assisting with the resolution of any IT issues, by liaising with the IT department to ensure a positive outcome.
• Processing and submitting expense returns via the expenses system (Concur) in line with company policy.
• Preparing and submitting Purchase Order requests via Oracle.
• Assisting with onboarding of new suppliers, invoicing enquiries and liaising with suppliers, dealing with Finance team and Procurement team to ensure prompt processing and payment of invoices.
• Other duties as required