Legal Secretary

8 months ago

Dubai, United Arab Emirates Clyde&Co Full time

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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 to partners, managers and associates 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 Client & 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 compliant 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.
- 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.
- Billing administration including liaising with clients regarding outstanding invoices.

**Communication**
- Key point of contact for allocated Partners, 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 challenges.
- Positive can-do attitude with the ability to adapt to change.
- Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
- Well organised and methodical with excellent attention to detail, ensuring accuracy in all c

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