Team Administration Assistant

Company Description

We're ASOS, the online retailer for fashion lovers all around the world.

We exist to give our customers the confidence to be whoever they want to be, and that goes for our people too. At ASOS, you're free to be your true self without judgement, and channel your creativity into a platform used by millions.

Everyone needs some help showing up as their best self. We're Disability Confident Committed - let our Talent team know if you need any reasonable adjustments throughout the recruitment process.

Job Description

Team Administration Assistant - 12-month FTC

We're looking for a Team Administration Assistant to be the organisational backbone of our Legal team. This role plays a central role in keeping the Legal team running smoothly.   

Day-to-day, you'll manage invoices from start to finish, resolve payment queries, and act as the main point of contact between Legal, Finance, Procurement and external suppliers.   You'll also take ownership of budget tracking and financial reporting, monitoring legal spend and creating clear dashboards and reports for stakeholders.   The role includes managing shared inboxes, supporting contract execution, and helping with data protection and compliance tasks such as privacy assessments and erasure requests.     

We're looking for someone who is highly organised, detail-focused, proactive and comfortable handling multiple priorities at once.  You'll need experience in legal operations or administration, finance administration, or a similar support role, along with strong invoice management skills.  Confidence with Excel and large datasets is important, as are strong communication skills and the ability to handle confidential information with care.  It would be a plus if you've previously supported an in-house legal or compliance team, or have experience with legal billing, data protection work, or systems like Dynamics or SharePoint.  

This is a full time position for a 12-month fixed term contract but we would also be open to candidates seeking a part time position of at least 3 days a week. 

The Details

Finance, Billing & Supplier Management 

• Manage the end-to-end invoice process, resolving discrepancies and supporting Accounts Payable queries. Raise purchase orders, requisitions and supplier payments; maintain supplier records and onboarding information. 
• Act as a key point of contact between Legal, Finance, Procurement and external vendors, handling invoices and payment queries. 

Budget Management & Financial Reporting 

• Create and maintain budget, invoice, settlement and spend trackers; monitor legal spend against budgets. 
• Support monthly accruals, forecasting and financial reporting; produce dashboards and reports for stakeholders. 

Legal Team Support 

• Monitor, triage and manage shared legal inboxes, including the Digital Services Act (DSA) mailbox, ensuring enquiries and notices are promptly allocated and actioned. 
• Maintain team trackers, filing systems and document repositories, including archiving in accordance with internal retention policies. 
• Support contract execution, document management and record keeping within SharePoint and other platforms. 
• Coordinate couriers, document transfers and assist with administration of external legal portals. Handle scanning, filing, archiving and secure delivery of legal documents. 
• Manage incoming legal post and regulatory correspondence, ensuring time-sensitive communications reach appropriate stakeholders. 

Data Protection & Compliance Support 

• Maintain privacy and compliance trackers; monitor completion of privacy assessments and contractual requirements. Track compliance actions and deadlines; support account erasure and data subject requests. 
• Liaise with internal stakeholders on privacy requests; support unsubscribe and marketing preference requests. 

Reporting & Process Management 

• Produce weekly and monthly reports, dashboards and management information for Legal, IP, Compliance and Privacy teams. 
• Monitor team actions, deadlines and deliverables; identify opportunities to improve processes. 

Team & Culture 

• Support onboarding, team events, meetings and training coordination. 
• Supporting our culture by championing Diversity, Equity & Inclusion strategies. 

We believe being together in person helps us move faster, connect more deeply, and achieve more as a team. That’s why our approach to working together includes spending at least 3 days a week in the office. It’s a rhythm that speeds up decision-making, helps ASOSers learn from each other more quickly, and builds the kind of culture where people can grow, create, and succeed.

Qualifications

About You

You'll be highly organised, detail-oriented and comfortable managing multiple priorities in a fast paced environment. You’ll have: 

• Experience in legal operations, finance administration, business support or similar role, ideally supporting an in-house legal, compliance or governance team. 
• Strong financial administration skills, including invoice management, purchase orders and legal billing processes. 
• Excellent Excel skills with experience producing reports and management information for senior stakeholders. 
• Exceptional attention to detail and strong organisational skills. 
• Familiarity with Dynamics, SharePoint or similar platforms. 
• Strong stakeholder management and communication skills, with discretion handling confidential information. 
• A proactive, solutions-focused approach and willingness to improve processes. 
• Experience with data protection or compliance activities is desirable. 

Additional Information