Legal Secretary
7 months ago
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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 up-to 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.
- Co-ordinate 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 hands-on, 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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