THE ROLE

We are looking for an ambitious paralegal to provide legal and administrative support to our three Corporate and Securities lawyers based in London and New York.  The role will involve a wide range of issues including supporting the group board of directors, company secretarial tasks in the UK and US, group wide governance, supporting financing activities and M&A and help coordination of the team.  The ideal candidate will be a proactive self-starter with excellent communication skills, strong attention to detail and the ability to perform and prioritize multiple tasks simultaneously and efficiently to meet competing deadlines while maintaining the utmost professionalism.  

RESPONSIBILITIES

Group board support

• Assist the DGC in the management of the Sotheby’s group board of directors and its committees e.g. meeting scheduling, production of board packs, booking rooms and catering, arranging briefings
• Circulate written resolutions for signature, consolidating responses
• As requested liaise with directors, shareholders and their offices,  assisting with travel and logistics

UK & US Company Secretarial tasks

• Assist in company secretarial duties for Sotheby’s subsidiary companies in the UK,  and the US, including preparing and reviewing forms and documents e.g. filings, board minutes/resolutions, shareholder resolutions, powers of attorney, arranging subsidiary board meetings
• Maintaining US and UK corporate records on Diligent and iManage, ensuring good housekeeping
• Ensuring Companies House filings and records are up to date
• Support the capital and liquidity needs of the group by providing assistance with the legal documentation surrounding:
• Capital injections e.g. subsidiary share issuances
• Intra-group loan arrangements
• Dividends and distribution
• Deal with a broad range of questions and requests from colleagues 
• Prepare, maintain and update standard form template documents under supervision of lawyers

Group wide subsidiary management

• Work with local office teams to connect them with local providers of corporate secretariat services
• Assist in coordination of business changes that require implementation eg change of directors in local subsidiaries, or undertake assurance activities on compliance with corporate obligations
• Assist in coordination of setting up new legal entities (including in new countries) and closing entities no longer required
• Assist with implementing processes or systems and reviewing policies and processes to help ensure good management of the organisation or compliance with legislation 
• Assist with management of the D&O indemnity program

Transactional support  

Working with a range of internal stakeholders, assist the team lawyers on financing and/or M&A transactions. Tasks may include:

• Co-ordinating internal due diligence/disclosure exercises
• Scheduling transaction calls and meetings
• Updating document lists, action logs and timetables
• Preparing corporate authorities/board minutes and creating officer certificates
• Arranging signings - preparing signature packs, liaising with directors and their offices on signatures, creating final documents
• Preparing, agreeing and completing conditions precedent/subsequent
• Liaising with external counsel to manage document flow
• Preparing filings for Companies House
• Assisting with Know Your Client requests

General

• Assist in tracking and monitoring of legal spend, undertake administrative tasks such as processing invoices/purchase orders, setting up legal tracker matters, checking on payment status
• Arrange meetings/calls and provide administrative support (e.g. booking travel, ordering stationery, processing expenses) as required
• Take on projects as requested by DGC
• Assisting with the Legal Department's global workload where required
• Providing administrative support to the team’s lawyers including filing, maintaining records and databases, typing of documents, diary management, booking travel arrangements, co-ordinating messages and meetings.

IDEAL EXPERIENCE & COMPETENCIES

• Has a law degree, Graduate Diploma in Law, has completed Solicitors Qualifying Examination 1 or can otherwise demonstrate good understanding of UK legal framework 
• Advantageous - Legal Practice Course preferably having done “City” electives, SQE2, the Bar Vocational Course or early stages of the Chartered Governance Institute qualifications or can otherwise demonstrate a framework understanding of UK corporate law
• Experience in paralegal work or company secretarial work at a City firm (ideally corporate, banking of capital markets) or an in-house setting highly beneficial. 

• Must be able to perform and prioritize multiple tasks simultaneously and efficiently meet competing deadlines while maintaining the utmost professionalism
• Strong attention to detail, following through on commitments and taking ownership is essential
• Excellent communication skills (written and spoken)
• Excellent administrative skills, fast, accurate typing
• Computer literate (excellent knowledge of Microsoft Office is required)
• Excellent organisational skills
• Enthusiastic, with flexible approach balanced by appreciation of need for discretion / confidentiality
• Strong team player and confident in dealing directly with a variety of colleagues and stakeholders at all levels of seniority in a purposeful and constructive manner, often in highly pressurised situations
• Keen to learn and grow professionally
• Any other language that overlaps with Sotheby’s footprint is beneficial but not required
• Ability to interact calmly, patiently, and professionally in challenging situations
• Must demonstrate the highest degree of integrity and ethical judgment
• Art related experience is not required