Legal Secretary - Dubai, United Arab Emirates - Clyde&Co

Clyde&Co
Clyde&Co
Verified Company
Dubai, United Arab Emirates

3 weeks ago

Ahmed Al-Mansouri

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Ahmed Al-Mansouri

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  • Job Title
  • Legal Secretary
  • Job Location
  • Dubai
  • Job Type
  • Business/Professional Services & Support
  • Expertise
  • Description

The role


To provide competent and proactive legal secretarial and administrative support for our Employment team, up to but
not including partner level, in the Dubai office.

The legal secretarial role is responsible for providing a high quality, comprehensive workflow management and organisational service to fee earners in the practice group, retaining ownership and accountability of all tasks through to completion whilst delivering exceptional client service.


Key responsibilities

Client Relationship Management

  • Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate.
  • Taking and making client related calls, dealing with and handling message taking as appropriate.
  • Liaise with Clients & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc.
  • Manage InterAction and ensure new prospects, clients and contacts, activities and business development information are added.
  • Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.

Administrative

  • Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliance at all times.
  • Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal client.
  • Assisting in the organisation of internal and external events, seminars and conferences.
  • Manage diaries, ensuring they are upto date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
  • First point of contact for the team, dealing with queries and acting on initiative to exceptional client service, promoting and developing ownership within the teams.
  • Billing administration including liaising with clients regarding outstanding invoices.
  • Coordinate travel arrangements including flights, accommodation and visas.
  • Provide adhoc general administrative assistance scanning, photocopying, expense claims, etc;
  • Provide inbox management during associate's absence from the office and to take appropriate action;
  • Assisting in the tender process liaising with Business Development, outstanding information, assisting with draft/final submissions.
  • Receiving instructions via digital dictation for tasks and acting upon the same.

Communication

  • Key point of contact for allocated Fee Earners and Clients to maintain relationships and ensure a high level of support is always provided by the team.
  • Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by Team Leader.
  • Assisting others where there is spare capacity, or it is evident that a colleague needs assistance with their workload.
  • Minute taking, following up designated actions to ensure completion ahead of the next meeting.

Processing

  • Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise.
  • Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones.
  • Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
  • Ensuring compliance with firm wide/department policies and procedures.

Customer Service

  • Arranging and attending team meetings where necessary.
  • Liaising with fee earners and Team Leader to take instruction and liaise on work requirements.
  • Consistently and appropriately update service users on progress where appropriate.
  • Regularly offer assistance wherever possible.

Essential Skills and Experience

  • Advanced knowledge of document management/case management systems.
  • An effective communicator with the ability to establish and build client relationships; striving to provide exceptional service at all times.
  • Customer/client service focused.
  • Proven experience of managing high level client facing tasks and priorities, with a handson, practical approach.
  • Effective at investigating issues and seeing a problem through to conclusion.
  • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and ch
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