Legal Executive Assistant

Marston Holdings Limited is a parent company formed of eight brand entities that each specialise in key areas of our overarching business. In a nutshell, we are the UK’s largest judicial services company and pioneers in clean air technology, offering services that support local and central government, utilities, and private sectors through the delivery of market leading integrated technology-enabled solutions from design and implementation to management and recovery.

Introduction into the position We are looking for a highly organised and detail-focused Legal Executive Assistant to join our in-house Legal Team.

This varied role provides essential administrative, operational and coordination support across the Legal function, helping ensure correspondence, contracts, claims, records and legal processes are managed accurately, efficiently and within required timescales.

You will work closely with lawyers, senior stakeholders, external legal advisers and colleagues across the business, supporting the smooth running of the Legal Team, effective governance and strong document management processes.

This role will report directly into the Group Legal Executive Director. What you will be doing:

• Manage incoming post, legal correspondence, statutory notices and regulatory documents, ensuring they are logged, triaged and urgent or high-risk matters escalated appropriately.
• Monitor shared legal mailboxes, triage incoming instructions and queries, allocate matters to the appropriate lawyer, acknowledge receipt where required and track follow-up actions.
• Provide company secretarial and governance administration, including document collation, record keeping and registered office processes.
• Coordinate the execution of contracts, leases and legal documents, including wet-ink and electronic signatures, managing DocuSign and tracking documents through to completion.
• Maintain central repositories of executed agreements, legal records, filing systems and archives, ensuring consistent naming, secure storage, version control and easy retrieval.
• Support legal operations systems, including Contract Lifecycle Management tools and DocuSign, assisting users with access, queries and basic training while supporting data quality, workflow, reporting and process improvements.
• Provide administrative and coordination support to lawyers, including opening matters, maintaining trackers, collating documents, arranging meetings and assisting with routine correspondence and follow-up actions.
• Support external counsel and legal advisers by coordinating instructions, documents and correspondence, tracking advice and maintaining relevant records.
• Assist with claims, hearings, trials and litigation or regulatory processes, including preparing, paginating and maintaining electronic and hard-copy bundles, coordinating supporting documents and tracking deadlines.
• Manage purchase orders, invoices and administration for external legal advisers and counsel, including raising POs, tracking spend, supporting budget control and working with Finance to ensure timely processing.
• Provide general Legal Team support, including scanning, photocopying, bundle preparation, meeting coordination, trackers, reports and management information.

What we are looking for:

• Previous administrative experience in a professional, corporate or regulated environment, ideally within a legal, governance, company secretarial or professional services team.
• Strong organisational skills with the ability to manage competing priorities, deadlines and a varied workload.
• Excellent attention to detail and a commitment to accurate records, document management, audit trails and version control.
• Professional written and verbal communication skills, with the ability to deal appropriately with internal stakeholders, senior colleagues, external legal advisers, counsel and other external parties.
• Integrity, professionalism, discretion and the ability to handle confidential and sensitive information appropriately.
• Proficiency in Microsoft Office and confidence learning and using legal technology platforms, including CLM systems and DocuSign.
• Experience managing shared inboxes, triaging instructions, coordinating documents, maintaining records and supporting business or legal processes.
• Ability to follow Legal Team processes, maintain matter records, manage deadlines and support lawyers with claims, hearings, bundles, exter…