Legal Secretary / Office Assistant for a Boutique Regional Law Firm@RecruitMe FZE posted 2 weeks ago
Our client is looking for an experienced Legal Secretary or Office Assistant to join their friendly market-leading regional practice for their offices in Dubai. About the role To provide competent secretarial and administrative support service for Partners, Managers, Senior Associates, and Associates, to ensure the smooth running of the office and front of house. Key responsibilities • Operate the office switchboard and handle reception duties • Support the Practice Manager with general office processes • Provide secondary support in absence of other admin staff members, where applicable • Build strong relationships, develop and maintain a comprehensive knowledge of clients and matters • Extensive diary management, using own initiative to manage email accounts and to develop and maintain systems to promote efficiency • Extensive mailbox management and hard/soft copy filing • Draft, review and format all matter-related correspondence, engagement letters, documents, presentations and spreadsheets • Document typing, analysis, proofreading, amending (including track changes) and formatting documents • Prepares meeting notes (including transcribing oral dictation if required), memos and legal documents • Preparing Trial Bundles and documents for court hearings, assisting lawyers and witnesses in Court and overseeing remote hearings which are conducted within the offices • Build strong relationships with business services teams and maintain effective and efficient use of business support services • Assisting with billing or client-related expenses • File opening, preparation of client forms and dealing with documents from clients • Ensure all activities and duties adhere to risk and compliance requirements • Arrange, attend and contribute to team meetings and events • Updating and maintaining client contact database • Support the Practice Manager with client onboarding, preparing relevant documents and running initial screening • Receive queries from clients and distribute them to relevant lawyers, liaising with clients and follow-ups • Enter, review and update time entries for all fee earners as necessary • Manage and organise stationery inventory, and place order for office/pantry supplies as required Manage courier services to ensure smooth service delivery
Skills and experience • Good standard of education; a secretarial qualification is desirable • A minimum of 2 years experience as a legal assistant / legal secretary or in a similar role from a regional law firm • Experience working within a small team, but equally comfortable working independently on own initiative • Familiar working in a fast-paced, hand on office environment with high volume workload • Experience in dispute resolution is desirable • Familiar with preparing Court bundles, filing and printing and hands-on operationally • Fast and accurate touch typing skills with outstanding attention to detail • Proven ability and experience in preparing legal documentation • Reliable yet flexible and a good legal office all-rounder • A can-do attitude and ability to roll up your sleeves and get the job done • An understanding of the nature of the job, which sometimes means that you may have to work late • Highly skilled in MS Office applications and time entry systems • Previous experience of using MacBook is highly advantageous, in particular, MacMail • Organised and efficient, able to work to tight deadlines • Excellent written and verbal communication skills in English. Other languages are advantageous but not essential • Excellent telephone manner • Good client management skills
About the company
RecruitME are a specialized recruitment consultancy supplying top tier business support staff to Dubais leading multinational organizations. We carefully source, screen and select only the very best candidates to assist our clients in making easier recruitment decisions faster. Differentiating ourselves from standard recruitment agencies our consultants have been carefully chosen for their backgrounds in business support for leading multinational organizations. Having been both the client and the candidate previously, we have an insiders understanding of the recruitment process and our clients needs. What we do: Specializing in business support positions we can assist in introducing a small selection of experienced administration, finance and human resource candidates with the relevant experience to benefit your business. Our careful screening process ensures that we have met with and can give a concise overview of each candidates skills and current situation before you meet them. We pride ourselves on sending our clients only the very best available candidates in the market to ensure a simplified, hassle free and timely recruitment experience for all involved.