gulftalent.com
Our client is looking for an experienced Legal Secretary or Office Assistant to join their friendly market-leading regional practice for their offices in Dubai.
About the role
To provide competent secretarial and administrative support service for Partners, Managers, Senior Associates, and Associates, to ensure the smooth running of the office and front of house.
Key responsibilities
• Operate the office switchboard and handle reception duties
• Support the Practice Manager with general office processes
• Provide secondary support in absence of other admin staff members, where applicable
• Build strong relationships, develop and maintain a comprehensive knowledge of clients and matters
• Extensive diary management, using own initiative to manage email accounts and to develop and maintain systems to
promote efficiency
• Extensive mailbox management and hard/soft copy filing
• Draft, review and format all matter-related correspondence, engagement letters, documents, presentations and spreadsheets
• Document typing, analysis, proofreading, amending (including track changes) and formatting documents
• Prepares meeting notes (including transcribing oral dictation if required), memos and legal documents
• Preparing Trial Bundles and documents for court hearings, assisting lawyers and witnesses in Court and overseeing remote
hearings which are conducted within the offices
• Build strong relationships with business services teams and maintain effective and efficient use of business support services
• Assisting with billing or client-related expenses
• File opening, preparation of client forms and dealing with documents from clients
• Ensure all activities and duties adhere to risk and compliance requirements
• Arrange, attend and contribute to team meetings and events
• Updating and maintaining client contact database
• Support the Practice Manager with client onboarding, preparing relevant documents and running initial screening
• Receive queries from clients and distribute them to relevant lawyers, liaising with clients and follow-ups
• Enter, review and update time entries for all fee earners as necessary
• Manage and organise stationery inventory, and place order for office/pantry supplies as required Manage courier services to
ensure smooth service delivery