Executive Assistant - Legal

Job description / Role

Miller Hay are currently recruiting for an experienced EA, this role is based with our client a leading and diverse investment company. Salary range 18,000 - 21,000 AED.

The role will support the Group Chief Legal Counsel and the legal team. They need someone who has a flexible attitude, who is mature and professional at all times and has the confidence to liaise with very senior/board level individuals.

- Provide efficient and professional administrative support to the Group Chief Legal Counsel
- Assist in preparing presentations, quarterly reports, covering letters and correspondence
- Screen phone calls and handle requests for meetings or new matters
- Manage confidential documents and correspondence
- Prepare board packs and coordinate with the relevant departments to receive documents and presentations on time
- Assist in finalizing minutes of board meetings and resolutions and arrange to get them signed
- Coordinate with the legal team regarding monthly reports and time sheets and consolidate them in one report
- Record all expenses in relation to travel, external counsel fees, training and social events and monitor them against budget
- Prepare purchase orders for the engagement of law firms and service providers
- Follow up on the payment of invoices
- Maintain a register of legal fees and other costs paid by the legal department
- Manage the personal calendar and organize meetings
- Develop and maintain constructive and cooperative working relationships with other internal departments and third parties
- Arrange for the notarization and legalization of corporate documents and powers of attorney and managing government relations officers
- Arrange to receive advances and fees from the finance department in relation to legalization of documents, renewal of commercial registrations and translation of documents
- Maintain a list of all group companies and inform other team members of the expiry of their commercial registration
- Prepare corporate structure charts and keep them up to date
- Manage the original powers of attorney and maintain an up to date register
- Manage the incoming requests and outgoing response regarding legal services
- Manage timelines for providing legal services
- Manage the signing of documents and coordinate with other assistants to have them signed in a timely manner
- Maintain the stamps of group companies
- Maintain the letterhead of different group companies and assist the legal team in printing out documents
- Maintain registers of minutes of meetings, licenses and corporate documents of companies
- Organize and accurately maintain and update the legal departments electronic database/ shared folder
- Organize and file hard copies of documents
- Assist the legal team in preparing expenses claims
- Handle hotel and flight bookings for the legal department
- Maintain the travel plan, visas and other travel related activity
- Maintain the team staff planner, holiday planner, objectives
- Managing the calendar and arranging meetings

Requirements

- Fluency in speaking, reading and writing English
- Arabic is preferred but not necessary
- 5 years experience in a similar role
- Experience in handling a wide range of administrative and executive support related tasks.
- To be able to work independently with little or no supervision. Well organized, flexible, proactive, resourceful, efficient, professional and maintain confidentiality.
- Excellent communication and coordination skills, calendar management skills, including coordination of meetings. Strong knowledge of MS office, Power Point and Outlook is requisite.

About the Company

Miller Hay is a privately owned boutique recruitment consultancy specialising in providing clients with secretarial and professional office support staff. We are experienced in placing top level Executive Assistants, Office Managers, Legal Secretaries, Administrators and Receptionists on a permanent and contract basis. Our range of industry sectors includes banking and financial services, professional services, FMCG and commercial as well as supporting the private offices of HNWI.

Located in the Dubai International Financial Centre (DIFC) our team is dedicated to supporting our clients in the region. With a passion for uncompromising quality, Miller Hay has a market-leading reputation for providing an honest, transparent and personal service where the long term needs of clients and candidates take priority over all else.