Business Assurance Assistant

JOB TITLE

Business Assurance Assistant

Based in Edinburgh however will require travel to our other offices on occasion

REPORTING TO

Brenda Scott and Grant Campbell, Partners, Co-Heads of Business Assurance

JOB PURPOSE

Brodies is a modern, dynamic and innovative commercial law firm with over 900 colleagues. An exciting opportunity has arisen to work as a key part of our vital Business Assurance team. The Business Assurance team is made up of six specialist units and around 32 colleagues who work together to help manage governance and risk across the firm, ensure we are business ready for future legal and regulatory change and support transformational change projects across the business.

As the Business Assurance Assistant, you will provide essential project and administrative support to the Business Assurance team – and work closely with the Co-Heads and six-unit leads – ensuring the smooth co-ordination and delivery of key team objectives. You will be responsible for managing day-to-day tasks, coordinating activities, and assisting team members in achieving their objectives. This role requires a proactive individual with excellent organisational skills and the ability to thrive in a fast-paced environment.

CORE TASKS

Meeting Coordination:

• Arrange and co-ordinate team meetings, including preparing agendas.
• Taking minutes at various key management committee meetings.
• Organise and prepare for various key management committee meetings – preparing papers and organising implementation of action points etc.
• Follow up on action items from meetings to ensure timely completion.
• Assist in the preparation of materials and presentations for meetings.

Administrative Support:

• Manage calendars, arrange meetings, and coordinate appointments for team members.
• Handle travel arrangements, accommodation bookings and expenses.
• Coordinate and oversee regulatory training processes, including issuing mandatory training, monitoring and ensuring staff completion, and producing accurate completion statistics.
• Maintain and update tracking systems we use and to help make these more efficient taking responsibility for certain associated tasks.
• Where asked to do so, support the integration of technology and AI tools into workflows and tasks and collaborate with others to identify opportunities for technology and AI driven efficiency and innovation in the work we do.

Documentation and Reporting:

• Assist in the preparation, formatting, and distribution of reports and presentations.
• Maintain and organise key documents in the Document Management System, ensuring easy accessibility for the team.
• Work with team members to gather information for reports

Communication and Liaison:

• Act as a point of contact between the Business Assurance team and other practice areas.
• Communicate effectively with internal/external stakeholders and vendors as needed.
• Handle inquiries and requests, redirecting them to the appropriate team members.
• Be aware of Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.
• Maintain, update and help design content for the Business Assurance pages of our intranet.
• Co-ordinate and help with input on our internal newsletter for Business Assurance.

PERSON SPECIFICATION

• Ability to work effectively in a demanding role and experience of working under pressure, often with tight deadlines.
• Highly motivated with the ability to use initiative and be proactive is essential.
• Good communication skills, demonstrates professionalism and confidence in dealing with people at all levels.
• A strong team player with a can-do attitude.
• Presents a professional image of the firm to both colleagues and clients at all times.
• Has a proactive interest in technology solutions and emerging AI applications, with a willingness to learn and share insights. Training can be given but we are looking for someone keen to learn new skills in this area and who will be enthusiastic about adoption.
• More generally, has an open and flexible attitude to change and a willingness to learn new skills.
• We place a strong emphasis on collaboration skills.

SKILLS

• Strong organisational and time-management skills.
• Has an aptitude and interest in using technology.
• High level of attention to detail.
• Proficient in Microsoft Office Suite and other relevant software.
• Excellent verbal and written communication skills.
• High level of discretion and ability to handle confidential information.
• Proactive and solution-oriented mindset.

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