SmartPA

• Act as the primary operational liaison for internal and external legal reviews. • Track contract lifecycles through complex review stages, collate necessary documentation (such as vendor details, data descriptions, and use-case summaries), and proactively chase responses to ensure deadlines never fall through the cracks. • Navigate and track the approval process for accessing internal and external datasets. • Coordinate usage agreements and licenses with external providers, maintain a comprehensive dataset inventory (tracking restrictions and owners), and shepherd proposals through privacy and ethics review processes. • Manage the end-to-end purchase order (PO) lifecycle for team expenses, software licenses, and data access. • Support technical and product teams with structured data entry, formatting tasks, and competitive landscape tracking to keep key data repositories and market intelligence trackers completely up to date. • Work closely alongside program managers, internal legal counsel, and dataset providers to bridge communication gaps, formalize operational responsibilities, and ensure seamless cross-functional alignment.

• Provide dedicated project management coordination for critical infrastructure and science deployment initiatives (e.g., server maintenance and cloud migration programmes). • Monitor project timelines, maintain delivery logs, track action items, and flag schedule risks. • Coordinate the logistics for the end-to-end temporary and vendor hiring pipeline. • Support managers in drafting Job Descriptions using templates, prepare documentation for headcount approval requests, and proactively follow up with HR, Finance, and recruitment stakeholders to keep candidate pipelines moving. • Own the logistics for candidate scheduling, gather interviewer availability, and build out interview panels. • Help coordinate new hire onboarding logistics, including hardware provisioning and access requests. • Coordinate and schedule high-level project meetings, prepare clear agendas, document service ownership transitions, and meticulously follow up on post-meeting action items with international stakeholders. • Support the programme delivery teams in navigating internal approval workflows, tracking required compliance updates, and assisting with communications with Legal regarding resource usage or terms updates. • Record, categorise, and process user feedback, feature requests, and operational logs to support ongoing deployment improvements.

• Conduct efficient quality reviews on documentation and workflows using SmartPAs best practices, to ensure data integrity and consistency. • Develop and refine AI prompts to automatise routine verification tasks, significantly reducing manual verification time while scaling audit frequency. • Identify the Root Cause Analysis (RCA) for any recurring process failures, detecting the point of failure and collaborating with process owners. • Build and iterate on digital checklists, quality frameworks and 'Golden Standard' templates to guide the delivery team. • Work closely with the Quality Assurance team, to align on quality strategies, provide performance data and improve overall account health. • Support team members through constructive feedback, best-practice sharing and targeted 'Quality Clinics'.

• Building and rolling out automation tools and frameworks that simplify and improve everyday business operations. • Spotting opportunities where automation can make the biggest impact – then leading the charge to turn ideas into reality. • Creating scalable, future-ready solutions that work across different areas of the business. • Helping stakeholders rethink how things are done, using automation to make processes smarter, faster, and more impactful. • Owning projects end-to-end – from idea to launch – and clearly showing the value and results they deliver. • Bringing insights to life by presenting data, visuals, and recommendations in a way that tells a compelling story.

• Working within SmartPA’s client-facing Centre of Excellence (COE), you’ll be part of the dynamic driving force behind our business. • Delivering structured business support tasks, managing workflows, and contributing to operational performance. • Tracking progress against SLAs and KPIs using digital tools. • Managing the lifecycle of complex, unstructured research datasets while ensuring data integrity, compliance, and quality standardisation. • Acting as a guardian for brand and narrative consistency by ensuring all reports, dashboards, and content updates align with brand guidelines and visual standards. • Providing updates to stakeholders on project progress, outputs, and dashboard findings.

• Collaborate & Innovate: Work within our agile pod structure to deliver comprehensive and seamless support across a variety of tasks and projects for stakeholders. • Manage Key Tasks with Excellence: Complete tasks such as diary management, scheduling and handling email correspondence with precision and professionalism. • Support Business Growth: Identify inefficiencies and proactively recommend process improvements, helping us work smarter. • Be a Relationship Builder: Act as a trusted partner to your client, anticipating needs and consistently exceeding expectations. • Stay Adaptable: Approach new challenges with a solution-driven mindset, thriving in a fast-paced, ever-changing environment.

• Collaborate & Deliver Excellence • Work closely with your client and support teams to deliver accurate, timely, and high-quality document production support • Operate within our pod structure, collaborating with colleagues to ensure seamless service delivery and effective workload management • Share ideas and best practice to continuously improve document quality, and client outcomes • Manage Document Production with Precision • Produce, format, and amend a wide range of documents including correspondence, agreements, reports, bundles, and presentations, ensuring exceptional attention to detail • Reformat documents into house style, confidently working with precedents, numbering, tables, tracked changes, and complex formatting requirements • Troubleshoot and resolve formatting issues, repair corrupt documents, and address inconsistencies efficiently and proactively • Accurately process tracked changes and use document comparison tools to ensure version control and accuracy • Produce transcription using digital dictation when required • Use Technology to Enable Success • Work confidently with document management systems including Liberate, iManage, and Katchr dashboards, following client and firm processes • Work with MS Office, PDFdocs, DocuSign, MS Teams, and other relevant software to manage, produce, and deliver documentation effectively • Stay up to date with systems, workflows, and best practice, embracing new technology and ways of working • Build Trusted Client Relationships • Act as a trusted partner to your client, anticipating needs and consistently delivering to a high standard • Communicate clearly and professionally with lawyers, business teams, and Practice Support colleagues, seeking clarification where needed • Represent SmartPA’s values authentically, acting as a positive brand ambassador in every interaction • Stay Adaptable & Support the Team • Work flexibly to support colleagues during peak workloads, deadlines, or periods of absence • Contribute to maintaining and improving process documentation, team knowledge, and ways of working • Approach new challenges with a solution-focused mindset, thriving in a fast-paced and detail-driven environment

• Collaborate & Innovate, supporting a range of stakeholders with varied operational tasks and deadlines • Contribute fresh, creative ideas to optimise processes, streamline workflows and enhance service delivery • Complete tasks such as diary management, scheduling and handling email correspondence with precision and professionalism • Prepare, format and edit documents to meet the highest standards • Perform accurate data entry and reporting, ensuring all insights are actionable and timely • Identify inefficiencies, proactively recommended improvements, and assist in process changes • Act as a trusted partner to your client, anticipating needs and consistently exceeding expectations • Collaborate across teams to ensure consistent quality and excellence in all deliverables

• Act as a collaborative partner to cross-functional teams. • Manage content and data entry with a methodical approach, identifying and correcting inaccuracies. • Design and maintain low-code applications and automated Google Sheets ecosystems. • Build intuitive dashboards and 'data imagery' in Looker Studio. • Identify how Generative AI tools can transform data roles and automate administrative tasks. • Champion a data-driven culture by feeding user engagement insights back into models.

Role Description At SmartPA, we are the engine of our clients' success. This particular role is assigned to one of our dedicated clients, meaning you will be representing our brand whilst working very closely with a global tech giant. We are looking for a Data & Systems Lead who possesses a bias for action and a relentless drive to build something great. You are a resourceful and creative problem-solver who thrives on ambiguity and the challenge of turning complex data into a competitive advantage. You will be the bridge between technical execution and business impact, ensuring that every piece of data - from a single spreadsheet cell to a complex dashboard build - is accurate, ethical, and strategically aligned with both SmartPA’s and the tech giant's mission. Key Responsibilities and Skills - Stakeholder Partnership: - Act as a collaborative partner to cross-functional teams. - Present recommendations clearly and persuasively to diverse audiences, including executive leadership. - Forensic Data Stewardship: - Manage content and data entry with a methodical approach. - Identify and correct inaccuracies at the source. - Maintain a "perfectionist’s eye" for detail. - Systems Architecture: - Design and maintain low-code applications (AppSheet). - Ensure data flows through functions and validation rules with zero friction. - Information Design & Visual Storytelling: - Build intuitive dashboards and "data imagery" in Looker Studio. - Ensure titles are punchy, axes are correctly labelled, and legends are clear. - AI Acceleration: - Identify how Generative AI tools (e.g., Gemini) can transform data roles. - Research complex problems and automate administrative heavy lifting. - Culture & Trust: - Champion a data-driven culture by feeding user engagement insights back into models. - Maintain a commitment to user trust and granular privacy controls. Qualifications - Strategic problem solver and skilled communicator. - Intellectually curious and self-aware. - Responsive and resilient to challenging, ambiguous, and sometimes changing objectives. - Proactive self-starter who can work independently while remaining a highly collaborative partner. - Possess a "Privacy by Design" mindset. Requirements - Expert-level Google Sheets and Looker Studio for creating executive-level dashboards. - A high level of "chart literacy" with meticulous attention to data presentation. - Proven ability to prioritise and work on multiple projects simultaneously. - Proficiency in SQL to extract and manipulate complex datasets. - Proven experience in content management, data entry, or administrative roles. - Strong business acumen and ability to connect data-driven insights to business impact. Benefits - Competitive Salaries - Department based incentives - Remote Work - 33 Days Holiday: Because rest fuels greatness - Growth Opportunities: Develop your skills, advance your career and grow with a company reshaping the industry - Employee Assistance Programme Company Description At SmartPA, we don’t just provide support – we transform it. Our vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future. Trusted by global leaders in industries like tech, automotive, retail and legal, we’re the engine behind smarter, more efficient operations. With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same!