Administrative Assistant - Legal

About Northern Trust

As a global leader in innovative wealth management, asset servicing, asset management and banking services, Northern Trust (Nasdaq: NTRS) is proud to guide the world’s most successful individuals, families, corporations and institutions.

Since 1889, we have aligned our efforts with our three guiding Principles That Endure: Service, Expertise, and Integrity. Together, they reflect the three cornerstones of business conduct which we strive to instill in our employees, whom we call partners, and to provide to our clients and the communities we serve worldwide.

With more than 135 years of financial experience and over 24,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Role  

We are seeking a highly organised, proactive and commercially aware Administrative Assistant to support the effective operation of the EMEA Legal function. Reporting to a senior Legal leader, the role combines senior administrative support with team supervision, business coordination, project support and process improvement.  

The successful candidate will manage the Legal administrative support team, coordinate departmental priorities and deliver high-quality support across a busy, international environment. The position is suited to an experienced administrative professional who can operate with initiative, sound judgement and a strong service focus.  

Key Responsibilities  

Team Leadership and Administration  

• Manage the day-to-day activities and workload allocation of the Legal administrative support team, ensuring consistent and timely service delivery.  

• Provide guidance, coaching and development support, contributing to performance management, resource planning and effective team practices.  

• Maintain consistent administrative processes and oversee workflows, deadlines and service standards.  

Business and Operational Coordination  

• Support the day-to-day operation of the EMEA Legal function by coordinating priorities, deliverables and departmental activities with senior leadership.  

• Assist with business planning, management information, operational reporting and the preparation of presentations and briefing materials.  

• Coordinate projects and initiatives, maintaining action logs, tracking milestones and following up with stakeholders on agreed actions.  

• Support budget administration, expense monitoring, invoice coordination and related financial administration.  

• Identify practical opportunities to streamline processes, strengthen controls and improve administrative efficiency.  

Senior Leadership Support  

• Provide proactive and confidential support to senior Legal leadership, anticipating requirements and managing competing priorities.  

• Coordinate complex diaries, meetings, travel and associated logistics, ensuring effective use of leadership time.  

• Prepare agendas, correspondence, meeting materials and presentations, and track actions through to completion.  

• Exercise discretion and sound judgement when handling sensitive business matters and confidential information.  

Stakeholder and Project Support  

• Act as a key point of coordination between Legal leadership, the administrative team and internal stakeholders across EMEA.  

• Build effective relationships across Legal, Finance, Human Resources, Compliance, Operations and external service providers.  

• Support cross-regional collaboration, departmental projects and the implementation of new procedures, systems and working practices.  

• Maintain departmental procedures, guidance materials and records, promoting effective use of technology and digital tools.  

Skills and Experience 

• Strong experience in senior administration, executive support or business coordination within a complex corporate or professional services environment.  

• Previous experience supervising, managing or coordinating an administrative support team, with the ability to guide and develop others.  

• Excellent organisational, stakeholder management and communication skills, with confidence engaging senior leaders and colleagues across functions.  

• Strong business judgement, problem-solving ability and attention to detail, with the capacity to work independently and manage multiple priorities.  

• Experience preparing management reports, presentations and operational documentation, and coordinating projects and deliverables.  

• Proficiency in Microsoft Outlook, Excel, PowerPoint and Word.  

• Experience with budget administration, expenses, invoices, records management or process improvement is desirable.  

• Experience in Legal, financial services or another regulated professional environment is advantageous.  

• A relevant business administration, management or professional qualification would be advantageous but is not essential. 

Work Authorization

Applicants must have the right to work in Ireland at the time of application and for the duration of employment.

Please note that Northern Trust is unable to provide employment permit sponsorship for this role. This includes Critical Skills Employment Permits, General Employment Permits, Intra-Company Transfer Employment Permits, Stamp 1G permissions, and other employment permits under Irish immigration frameworks.

Working with Us

As a Northern Trust partner, you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to an inclusive workplace and assisting the communities we serve.

Philanthropy is deeply rooted in Northern Trust’s history and is an essential element of our culture. Employees around the world give their time and talent to work for the greater good of their communities.

Reasonable Accommodation

Northern Trust is committed to working with and providing adjustments to individuals with health conditions and disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at [email protected], or alternatively you can discuss your individual requirements with the recruiter you are working with.