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Executive Assistant

Tandem Search
Dubai, UAE
Temporary
Mid
Hybrid
2 weeks ago
Diary ManagementTravel CoordinationBilling ProcessesStakeholder ManagementMicrosoft OfficeCRM Systems
Free

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Diary ManagementTravel CoordinationBilling Processes
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About the Role

  • This is an exciting opportunity to join a top tier international law firm in a key role within its Middle East team.
  • The Executive Assistant (EA) will report to the Head of Middle East, bringing substantial EA experience gained within an international law firm based in the Middle East.
  • A high level of professionalism, discretion and commercial awareness is essential.
  • This is a full time, fixed term position of up to eight months to cover maternity leave.
  • Working hours are Monday to Friday, 9:00am to 6:00pm, with the option to work from home one day per week.

Executive Support, Diary & Stakeholder Management

  • Proactively manage the Head's complex, high volume diary, scheduling internal and external meetings across multiple time zones and senior stakeholders with competing priorities.
  • Act as gatekeeper, triaging meeting requests, queries and issues, and redirecting them appropriately while ensuring matters are resolved effectively.
  • Prepare agendas, attend meetings the Head is attending or chairing, take detailed notes and action logs, and follow up with action owners to ensure timely completion.
  • Attend meetings alongside or on behalf of the Head where appropriate, independently managing follow up actions and keeping the Head fully briefed.
  • Prepare briefing materials, summaries, background information and data to support strategic and commercial decision making.
  • Anticipate information needs and liaise with Finance, BD, HR, Compliance and other Business Operations teams ahead of key meetings or decisions.

Travel, Logistics & Trip Optimisation

  • Arrange end to end complex travel, including multi destination international itineraries, transport, accommodation and airport transfers.
  • Manage all visas, permits and travel documentation, ensuring sufficient lead time and compliance with jurisdiction specific requirements.
  • Provide strategic input into travel planning, combining multiple objectives (client meetings, internal meetings, events and business development) into a single itinerary where possible.
  • Liaise with colleagues across offices and functions to ensure a joined up, firm wide approach that maximises the value of each trip.
  • Manage last minute changes to travel and schedules calmly and efficiently.
  • Prepare detailed post trip reports covering meetings held, key outcomes, opportunities and next steps, and ensure all follow up actions are diarised and progressed.

Marketing & Business Development Support

  • Manage speaking engagements and thought leadership commitments, tracking deadlines, coordinating research, and drafting materials such as panel questions or speaker scripts.
  • Arrange briefing meetings ahead of panels, speaking slots or publications to ensure the Head is fully prepared.
  • Liaise with the Knowledge team and internal stakeholders to obtain research and background material, ensuring contributions are accurate and high quality.
  • Register the Head for events and prepare comprehensive pre event briefings, including attendee information and engagement objectives.
  • Work with the Head and Business Development teams to maintain up to date client target lists, tracking status and ensuring assigned actions are progressed.
  • Provide regular status updates on progress, upcoming actions and any slippage against objectives.

Billing, Finance & Expenses

  • Manage the full monthly billing process for the Head's matters, maintaining detailed knowledge of client fee agreements, caps and billing arrangements.
  • Prepare draft bills for approval, liaise with Finance, and issue final invoices to clients in their preferred format with appropriate covering correspondence.
  • Manage client billing queries in coordination with Finance and the Head.
  • Oversee expense submissions, liaising directly with vendors to obtain duplicate receipts or supporting documentation where needed.
  • Ensure expenses are accurately described, correctly coded and supported by appropriate budget holder approval in line with firm policy.
  • Proactively follow up on outstanding invoices and payments, keeping the Head and the Billing and Finance teams fully informed.

Performance & People Processes

  • Support the Head throughout the performance review process, scheduling review meetings in line with firm wide deadlines.
  • Prepare review meeting packs, ensuring all required documentation and financial data are available in advance.
  • Monitor and follow up to ensure reviewees complete required system inputs ahead of meetings.
  • Attend performance review meetings to take detailed notes and assist the Head during discussions.
  • Support completion of post meeting evaluations, notes and system requirements, and maintain oversight of outstanding actions.
  • Maintain close, regular communication with HR throughout the review cycle, confirming deadlines and ensuring all requirements are met accurately and on time.

CRM & Relationship Management

  • Maintain and update the Head's contacts and relationship data in InterAction, accurately recording activities, meetings and notes.
  • Support the Head in managing effective working relationships with other law firms and referrers across jurisdictions.
  • Track inbound and outbound referrals between the firm and external law firms, ensuring they are recorded accurately and progress is monitored.
  • Ensure referral relationships are actively maintained, with appropriate follow up on agreed actions and opportunities.

Recruitment & Business Operations Liaison

  • Maintain oversight of Middle East recruitment activity, liaising with HR and updating the Head regularly.
  • Act as a key coordination point with Business Operations functions (HR, Finance, BD, Compliance, IT and Operations) to ensure strong communication, alignment and effective delivery of regional initiatives.
  • Establish regular Middle East Operations meetings to keep all functions informed, aligned and engaged, agreeing deliverables and capturing activities, deadline changes and requirements for the Head's radar.
  • Ensure key outputs feed into agendas and briefing materials for wider Middle East leadership or team meetings.

Person Specification

  • Proven experience as an Executive Assistant, Legal PA or in a similar role supporting a senior Partner or regional lead, ideally within an international law firm or professional services environment.
  • Demonstrable experience managing complex diaries and multi time zone scheduling for senior stakeholders.
  • Strong experience arranging complex international travel, including multi destination itineraries, visas and short notice changes.
  • Experience supporting billing and financial processes, including preparing draft bills, liaising with Finance and following up on client payments.
  • Experience supporting people and performance review processes, including scheduling, preparing documentation and assisting with system requirements.
  • Experience working closely with HR, Finance, BD, Compliance and other Business Operations teams, with the ability to coordinate and track actions effectively.
  • Highly organised, with excellent attention to detail and the ability to manage multiple priorities in a fast paced environment.
  • Strong written and verbal communication skills, with the confidence to draft correspondence and reports on behalf of a senior leader.
  • Ability to exercise sound judgement, discretion and confidentiality when handling sensitive matters.
  • Proactive, flexible and resilient, with the ability to adapt quickly to changing priorities.
  • Advanced proficiency in Microsoft Office, with experience using practice management, CRM and expense management systems.
  • Professional, client focused approach, with the confidence to liaise directly with senior stakeholders and clients.

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