Legal PA / Support

In this role, you will provide high level confidential support to the Chief Legal and Property Officer by providing a full secretarial and administrative service. The CLPO heads up the legal function in the business and is also the Company Secretary for the Group. The CLPO is a member of the Executive Board and company secretary for the Board and shareholder meetings. As such the CLPO is operating at the highest level within the business and requires an executive PA to support them, ideally with a background in legal and/or company secretarial., To act as a first point of contact for CLPO, screening correspondence and phone calls.
To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, taking messages and other administrative tasks as required to support the CLPO and their role as President of the Edinburgh Chamber of Commerce and other prospective NED roles.
Assisting with day-to-day internal queries from colleagues and other departments.
PA assistance to CLPO to include printing, copying, credit card statements and similar work-related administration.
To proactively manage and coordinate the diary of the CLPO by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are
prepared and provided.
Plan and organise travel and accommodation when required.
Maintain effective filing and data storage including emails and retrieval systems.
To provide support for Board of Director/Shareholder/Sub-committee meetings by ensuring papers for these meetings are properly drafted, collated, and distributed and to assist the CLPO with the preparation and issue of minutes from these meetings.
Company secretarial assistance, including filing confirmation statements, annual accounts, appointment/resignation of directors at Companies House. Acquiring relevant information from board members for this and for KYC checks.
Maintain statutory books, including registers of members, directors and secretaries and lodge required forms with Companies House and ensure Diligent entities which is the software platform is kept up to date.
Corresponding, completing and distributing relevant company secretarial paperwork for our Cayman Island companies.
Liaise with Board members regarding meeting dates, distribution of board papers via diligent and email, and other support when required.
Primary contact for Diligent Boardbooks which is the software platform for electronic Board packs.
Maintain company and shareholder organisation charts.
Drafting, negotiating, raising invoices for towage licences, works licences, and similar.
Loading documents onto DocuSign for completion.
Loading completed documents to the SharePoint document library.
Typing minutes, correspondence, reports, and legal documents.
Preparing simple legal documents using standard templates with guidance of CLPO.
Consulting with and proactively collaborating with the wider Executive PA team to ensure the team gives the best possible service to deliver their workload and cover absences.
Provide administrative support to the wider legal and property team which reports to the CLPO.
Returns for traffic violations.

Ability to maintain confidentiality.
Remains calm and professional under pressure.
Ability to use initiative to deal with routine matters.
Ability to work flexibly under pressure and to tight deadlines.
Ability to work as a good team player.
Strong communication skills, both written and verbal and attention to detail.
Excellent organisation skills.
Knowledge of Diligent board pack and company secretarial systems would be an advantage.
Flexible thinking and ability to adapt to change.
Strong initiative and can-do attitude.
Skills and Qualifications:
Proficiency in Microsoft, Word, Excel, PowerPoint, Adobe Acrobat, Teams, SharePoint, and knowledge of filing to companies' house.

Forth Ports is one of the UK's largest and most dynamic port operator groups, playing a key role in connecting the UK with Europe and beyond. As a multimodal ports owner and operator, we are at the forefront of delivering innovative port-related services. With our recent pledge to achieve carbon neutrality by 2032 and Net Zero status by 2042, we are committed to sustainability and driving the expansion of the UK's renewable energy sector, particularly offshore wind. Now is an exciting time to join our team as we embark on this transformative journey towards a greener future., If you are an experienced Operative and looking to continue your career as part of a forward-thinking and supportive team, we would love to hear from you. Please submit your CV and a cover letter when submitting your application via the 'Apply Now' link.
Forth Ports Group
"As sure as the tide " - 50 years and counting - delivering outstanding results, on all manner of projects. Customers from around the world rely on our expertise to realise their ambitions.
Over our 50 years of experience we have witnessed our ports grow to become important assets to support and deliver growth both for the UK and local economies. The growth impact has been achieved due to the continued investments in our infrastructure, making sure that our ports are able to continually develop their services and support the growth of many industries. Our people have played a significant role. They have delivered the highest quality of service through their expertise, loyalty and flexibility and, without them, we could not have built the strong reputation and the long term agreements with many customers that we have today.
Welcome to Forth Ports Careers. As a leading port operator, we employ over 1,100 people across our ports in Scotland and the Port of Tilbury in London. A career in a port business is very rewarding. There is real variety within each role and significant opportunities for promotion and career development. Don't just take our word for it; view the "Some of our People" section and the video below to gain insight into the kinds of jobs our employees do, how they've grown with us, and what motivates them each day. The port business can be seen as a barometer for the economy and this drives us to be adaptable and fast paced as we identify new business opportunities.

What Forth Ports can offer you:
At Forth Ports, our people are our priority, and we are committed to creating a flexible, open, and supportive working culture. As part of our team, you will enjoy:
A competitive salary
Shift allowance
Generous annual leave entitlement
A defined pension scheme and life assurance
Health promotion events and employee wellbeing initiatives
Access to our Employee Assistance Programme (EAP) for you and your family
Cycle to work scheme and on-site free parking
Attractive Family Friendly Policies
Employee discount platform offering discounts on UK-wide restaurants, car rentals, and holidays
GymFlex health club memberships, We are committed to creating a positive working culture for all employees, as well as a good work-life balance. Here are just some of the benefits of working for Forth Ports.
Vacation, Paid time off
Paid sick days
Retirement plan and/or pension
Employee discounts
Gym membership or wellness programs
Cycle to work
Competitive salary
Employee Assistance Scheme
Legal PA / Support
"As sure as the tide " - 50 years and counting - delivering outstanding results, on all manner of projects. Customers from around the world rely on our expertise to realise their ambitions.