Executive Assistant

Job description / Role

BWP are looking for an experienced Executive Assistant for a Legal Department reporting to the Group Chief Legal Counsel based in Dubai

Salary 18-21,000 AED

- 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/ group companies to receive board reading materials/ 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
- Attend meetings and take minutes
- Follow up on agreed action points
- Manage and save the details of contacts on outlook
- 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
- Manage the translation of documents
- 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 and the GRO 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 hardcopies 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

- 5 years of experience with senior management at a leading law firm or organization
- Fluency in speaking, reading and writing English
- Arabic is preferred but not necessary (Female required)
- 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

BWP is a privately owned, top-end, low volume specialist recruiter with an emphasis on the Middle East markets.

The company has pedigree, a pedigree that comes with over 30 years combined experience of the local markets and from the capabilities of our staff and from their intimate knowledge of all major white collar sectors in the MENA region.

As well as our bespoke search capacity, we are also able to professionally and knowledgeably advise on all aspects of the human capital dimension; from salary surveys and recruitment strategies to general HR policy , development and training.