Paralegal / Department Assistant
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Key skills for this role
About the Role
OilExec International seeks a Paralegal/Department Assistant to support the legal department with research, document preparation, and administrative tasks. Candidates need 3-5 years of legal secretary experience and proficiency in English.
Key Skills for This Role
Responsibilities
- Conduct legal research as required by senior team members, compile reference materials and provide analysis
- Perform preliminary work in the preparation of legal opinions and research relevant statutes, rulings, and precedents
- Develop and update internal process documents
- Ensure an up to date database of all relevant legal and statutory regulations
- Assist in drafting and reviewing contracts and other legal documents
- Draft the basics of agreements and contracts relevant to specific legal transactions
- Contact External Counsels and other business associates to coordinate on various legal matters
- Liaise with government authorities on legal items related to company administration matters
- Handle all day to day work related to government and other external relations with respect to legal paperwork
- Contact clients and other business associates to arrange meetings when required
- Implement the day to day operations assigned for the department to ensure compliance with established standards
- Provide a complete secretarial and administrative service to the concerned executive
Requirements
- A levels or equivalent; Bachelor’s degree is preferred
- 3 to 5 years of experience as a legal secretary in a law firm
- Proficiency in English; Arabic is preferred
- Basic understanding of legal terms and definitions
- Understanding of contracts and other legal documents
- Good research, organization, and time management skills
- Ability to handle pressure well
- Attention to detail
- Prioritization of work
Full Job Posting
Job Overview
- Provide assistance to the legal department in all aspects of legal compliance, through conducting research into legal precedent, investigating facts, compiling reference materials and preparing legal documents.
- Create and maintain a legal database, reference library and appropriate filing systems to support the legal department to provide an excellent and efficient service to the business.
Legal Research
- Conduct legal research as required by senior team members, compile reference materials and provide analysis.
- Perform preliminary work in the preparation of legal opinions and research relevant statutes, rulings, and precedents to be used as a basis for answering requests for legal opinions related to company projects.
- Develop and update internal process documents.
- Ensure an up to date database of all relevant legal and statutory regulations to provide a convenient source of reference to colleagues within the function.
- Assist in drafting and reviewing on contracts and other legal documents.
- Draft the basics of agreements and contracts relevant to specific legal transactions and provide it to the team to populate other details in order to ensure provision of required support.
External Legal Counsel
- As directed by General Counsel or Legal Specialist, to contact External Counsels and other business associates to coordinate on various legal matters such as labor disputes, trademark application and updates, business meetings, etc.
- Liaise with government authorities on legal items related to company administration matters.
- Handle all day to day work related to government and other external relations with respect to legal paperwork, filing application forms, attestations, etc., to ensure smooth and efficient interface with the external parties.
Clients Relationship Management
- Contact clients and other businesses associates arrange meetings when required.
- Answer to various clients and business associates in response to various general inquiries.
Day to day Operations
- Implement the day to day operations assigned for the department to ensure compliance with the established standards and procedures.
- Provide a complete secretarial and administrative service to the concerned executive to facilitate the smooth functioning of the processes and allow him / her to concentrate on key activities while observing strict confidentiality procedures at all times to ensure security and control.
- Provide support as needed to the department activities.
- Shadow senior team members on key meetings, negotiations to minute the meetings.
Document Management
- Maintain and update a comprehensive filing system for various documents such as business correspondence, reports, telexes, circulars, local and foreign addresses, telephone numbers, business journals, periodicals, and other related document to facilitate ease of reference and timely availability of
- Only related to legal matters – to receive, sort, and examine all incoming and outgoing documents, such as blueprints, drawings, change orders, (faxes) received related to projects & forward to the concerned in site office while scanning and sending through e mails, emails, letters, memos, and speci
- Type letters, memos, reports, circulars, using written notes and audio dictation, ensuring accuracy and compliance to quality standards. Submit such materials for review and signature. Obtain approval and arrange to fax, mail, or deliver correspondence to the addressee as directed while registering
- Perform confidential work assigned by the senior executive and maintain security system for all sensitive, confidential, and/or official documentation.
Policies, Systems, Processes & Procedures
- Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
Continuous Improvement
- Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
Reporting
- Assist in the preparation of timely and accurate statements and reports to meet department requirements, policies, and quality standards.
Qualifications, Experience & Skills
- Minimum Qualifications: A levels or equivalent, Bachelor’s degree is preferred
- Minimum Experience: 3 to 5 years of experience as a legal secretary in a law firm
- Job Specific Skills: Proficiency in English, Arabic is preferred; Basic understanding of legal terms and definitions; Understanding of contracts and other legal documents; Good research, organization, and time management skills; Ability to handle pressure well; Attention to detail; Prioritization of
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