Senior Executive Assistant Legal

1 month ago

Dubai, United Arab Emirates Citi Full time
The primary purpose of the job is that of administrative support for the SSA Legal team, Business Unit Manager for the SSA Legal Division, and Executive Assistant to the SSA Division Legal Head. Job Background/Context: The legal team provides legal support for the businesses and functions across SSA. This position will report to the SSA Legal Head and will be responsible for Managing, coordinating, and maintaining Legal and Business Unit tasks and provide executive, administrative support and assistance to the SSA Legal Head. Key Responsibilities: Provide legal support and coordinate legal projects & reviews. (External panel reviews, standardization of documentation, PoA\xe2\x80\x99s, etc.). Review and format required documents, agendas, letters, memos, agreements, PoA\xe2\x80\x99s, etc. Prepare and format presentations, organizational charts, etc. in PowerPoint and Excel. Maintain the filing and records system, including SharePoint sites, Microsoft Teams. Follow up and coordinate tasks and projects assigned to Country Counsel. Manage and coordinate the legal business unit activities and duties. Review, monitor and track external counsel appointments, relationships, and fees. Assist with input and monitoring of the legal budget and expense allocations. Manage invoices & expenses - enter invoices into P2P & follow-up to ensure approval and payment. Manage, analyze, and track expenses against the budget. Compile required reports including monthly legal reports, expense reports, etc. Manage & monitor trackers, CCC minutes, significant issues & deadlines, etc. Diary management, telephone, and visitor screening, arranging internal & external meetings, calls, business contacts and preparing internal and external correspondence. Travel plans \xe2\x80\x93 obtain approvals and visas, bookings for flights, hotels, and logistics. Monitor team training and leave. Coordinate committees, meetings, agendas, and minutes. Assist new joiners in obtaining email, telephone extension, relevant hardware etc. Interaction with HR, Finance & other departments to manage staff administration, contact sheets, headcount tracking, vendor lists, reviews, etc. Create and maintain a Microsoft Teams support, SharePoint site and legal databases for legal opinions, standard agreements, legal vehicle information and entering/tracking of litigation and reserves on Law Manager. Skills/Competencies: Excellent MS experience (Teams, Outlook, Word, and Excel & PowerPoint). Excellent administrative & organizational skills. Project management skills. SharePoint skills will be an advantage. Excellent verbal and written presentation, communication, and interaction skills. Efficiency, accuracy, attention to detail. Time management, planning and prioritizing. Self-starter with initiative and the ability to work in a pressured environment and meet deadlines. Ability to work with minimum oversight and limited direction. Able to multi-task and provide fast and efficient turn-around times. Team player with the ability to work with colleagues in many different countries from diverse cultural backgrounds, valuing diversity and differences in style or perspective. Must have the ability to analyze, understand & work with legal information and financial information and generate legal and expense reports. Excellent interpersonal and verbal communication skills, adaptable, flexible, and open to change, with a \xe2\x80\x9ccan do\xe2\x80\x9d attitude. Pro-active approach with the ability to prioritize and escalate where necessary. Precise and accurate work, including routine tasks. Absolute confidentiality and the highest ethical standards with sensitivity when managing confidential and business critical information. Qualifications: Strong administrative & organizational background or qualifications. A relevant formal qualification preferred. Fluent in English (Read, write, and understand.) Para-legal experience or qualifications could be an advantage. Exceptional candidates who do not meet these criteria may be considered for the role, provided they have the necessary skills and experience. Development Value: To become an integral part of the SSA Legal Team and Management - Establishing and maintaining excellent relationships with colleagues, clients, and management, ensuring the efficient running of the legal team across SSA. Getting to know Citigroup and understand the applicable policies, procedures, work methods and culture. Knowledge/Experience: Five to seven years senior executive assistant or support experience, working in a service orientated organization, preferably with legal, managerial, secretarial, or financial services background and experience. - Job Family Group: Business Strategy, Management & Administration - Job Family: Administrative Support - Time Type: Full time - Citi is an equal opportunity and affirmative action employer. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Citigroup Inc. and its subsidiaries ("Citi\xe2\x80\x9d) invite all qualified interested applicants to apply for career opportunities. If you are a person with a disability and need a reasonable accommodation to use our search tools and/or apply for a career opportunity review Accessibility at Citi. View the "EEO is the Law" poster. View the EEO is the Law Supplement. View the EEO Policy Statement. View the Pay Transparency Posting

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