Legal Secretary, Abu Dhabi

Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources

Type from manuscript, blacklining documents, using house style documents and non house style where required

Proofread documents to ensure accuracy

Prepare PowerPoint presentations and Excel spreadsheets

Draft correspondence/emails

Undertake photocopying, scanning, printing and faxing as required

Assist other members of the group/division/firm as required to include the Marketing Team with pitch documents

Ensure you are up to date on all programs and templates used

Diary management – arranging meetings and conference calls, liaising with clients, prioritising and rescheduling meetings as appropriate (must be able to anticipate principals’ needs in scheduling diary)

Arrange conference calls, meetings, catering

Co-ordinate all travel arrangements including taxis, accommodation, booking flights and expense forms as appropriate, keeping fee earners diaries up to date with the same

Prepare and collate papers ahead of meetings

Assist in the planning for key meetings

Collating and circulating agendas as appropriate

Managing confidential data

Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required / action where necessary

Deal with visitors in a confident and professional manner

Keep client contact details, client book/CRM and lists up to date

Support client events as required

Preparation of the Engagement Letter/Terms of Business/submission to Engage and following up where engagement terms are not in place

Assist in preparation of bills and bill narratives

Request draft bills and review for accuracy

Take responsibility for the processing and accuracy of invoice changes

Prepare e-mails and cover letters on behalf of matter manager for sending of invoices

Adding disbursements to invoices via Readsoft application

Sending invoices out to clients and keeping a record of the same

Assist in monitoring the billing process for your principals as required

Assist in opening new clients, as required

Complete online matter opening for new matters

Liaise with principals, conflicts, matter management and finance teams on matter administration

Monitor work in progress and chase matter managers to bill, as required

If a matter is monthly billing, ensure follow up process is followed appropriately

Amend timelines using the DTA tool when necessary

Run billing guides for fee earners when requested

Providing weekly/monthly fee updates to clients on matters

Actively support process which minimize the Firm’s exposure to risk (i.e Information Barriers and e- Filing)

Manage annual leave requests for fee earners and keeping a record of the same

Deal with incoming and outgoing mail

Proactive monitoring of emails as required and forward/action as necessary

Maintain update/reminder system of ongoing mail if required

Establish and maintain effective and accurate filing systems (hard copy / iManage)

Develop your competencies and skills in order to provide excellent professional assistance, attending training when required

Keeping distribution lists up to date such as client marketing lists

Submit timesheets for principals in their absence or as required

Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary

Support Firmwide IT system rollouts

Support principals in the use of IT systems such as Sophia/Workday

Contribute (where required by Head of Secretarial services/Group Secretary) to Firmwide projects which relates to the Secretarial Services Function

Attend secretarial meetings

Attend training as required to keep up to date with firm wide procedures

Working proactively as part of a team to ensure time is used effectively using all available firm wide resources to meet pressured deadlines

Effectively manage and prioritise work

Working with and assisting the other legal secretaries in the Middle East where necessary