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Senior Administrative Assistant for Funds Team

2 months ago

Dubai, Dubai, United Arab Emirates MENA Recruit Pty Ltd Full time
About the Role

MENA Recruit Pty Ltd is seeking an experienced Legal Secretary to join our client's Funds team in a leading international law firm. As a key member of the team, you will provide high-level administrative support to the lawyers, ensuring the smooth operation of the department.

Key Responsibilities
  1. Administrative Support
  • Provide general secretarial support to the lawyers, including creating, editing, and storing correspondence and documents in the appropriate electronic matter file.
  • Respond to internal and external telephone enquiries and ensure that every call is attended to in a professional and polite manner.
  • Photocopying, faxing, and scanning of documents and correspondence.
  • Booking meetings and diary management.
  • Arranging the opening, closing, and archiving of accounts and files, including KYC.
  • Organising cheque requests and collection.
  • Maintaining and updating details of client contacts and addresses in the lawyer's personal contact database and the Firm's CMS database.
  • Familiarisation and compliance with the Firm's house style.
  • Supporting other members of the secretarial team and working collaboratively with them to complete work to a high standard and meet required deadlines.
Specialised Tasks
  • Following a tailored training programme.
  • Prepare closing bibles and arrange for these to be produced as and when necessary.
  • Make all necessary filings with internal and external bodies in relation to special resolutions, ordinary resolutions, amended and restated memorandum and articles of association, and changes of directors and officers.
  • Implement and maintain the lawyer's billing and collections system, including drafting invoice narratives.
  • Maintain accurate records and correspondence files in relation to the lawyer's client files.
  • Liaise with clients as appropriate and in accordance with lawyer's instructions and firm policies.
  • Be familiar with and comply with Firm policies relevant to the purpose of the job.
  • Participate in special projects as and when required in relation to the Firm's and the lawyer's practice areas.
  • Carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours.
Requirements

To be successful in this role, you will need:

  • A recognised secretarial qualification or significant experience working as a secretary preferably in a legal or professional services firm.
  • A Bachelor's Degree from a recognised university or college; or an equivalent combination of education and relevant experience.
  • A high level of effectiveness in each of the following skills and abilities:
    • Work independently and as a team member.
    • Tact and diplomacy to deal with confidential matters.
    • Manage a complex and demanding workload and prioritise tasks and projects to meet work standards and personal performance targets.
    • Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high-quality correspondence.
    • Use and update computerised systems, including the intranet, databases, and spreadsheets, and genuine interest in developing IT skills.
    • Participate in continuously improving services through critically evaluating systems of work, promoting new ideas, and actively developing service improvements.
    • Work in a flexible manner and respond to changing circumstances.
  • Essential IT skills: Microsoft Windows operating systems (recent versions), Microsoft Word (recent versions), Microsoft Excel (recent versions), Microsoft Outlook (recent versions).
  • Desirable IT skills: MS Powerpoint, InterAction, AdEx / CORIS, Deltaview, Adobe Acrobat, Internet navigation for research purposes.
  • Ability and willingness to work outside normal working hours/days when requested.