Legal Secretary, Abu Dhabi

OtherSecretary

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Key Responsibilities

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and

Technical Tools

OtherSecretary

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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