Legal PA

Job description / Role

My client is currently looking for an experience Legal PA to join their busy and growing team. Responsibilities to include the following:
- Provide a high level of secretarial support recognised throughout the firm as reliable, responsible and trusted to work closely with Partners and Associates.
- Document organisation, indexing and assembly of files.
- Day to day online diary management.
- Setting up internal and external meetings, lunches and conference calls.
- Arranging travel schedules and accommodation.
- Team work assisting others in the group, covering for absence, picking up telephone calls for the group, ensuring printers are well stocked throughout the day, etc.
- Communication with clients organising meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for partners in their absence.
- Preparation of PowerPoint presentations and Excel spreadsheets.
- Billing/WIP management for partners; assisting in the production of bills and liaising with billing co-ordinators and the credit control team.
- Time sheet entries - ensuring weekly inputting of time recording entries onto timesheets for assigned lawyers whenever needed.
- CRM taking responsibility for updating contact and relationship information in the CRM from assigned lawyers; report CRM entries to Executive Assistants ("EA") in respective department on regular basis.
- General PA duties including accurate message taking; monitoring emails; file management; audio/copy typing, marking up and formatting documents, archiving and filing on the DM system.
- Assisting the RBDOM, Finance Manager and Regional Executive Assistant on a variety of ad hoc tasks as and when required.
- Registration Desk form completion for new client and matter openings, conflict and AML checks.

Requirements

- A can do attitude, willingness to learn and expand knowledge and skills within the role, approachability, flexibility as to hours and the role itself, a practical/common sense approach;
- Ability to build and maintain constructive relationships with individuals at different levels of seniority and from different cultures;
- Excellent interpersonal skills;
- Ability to maintain patience and objectivity when faced with difficult and often slow systems and infrastructure both within the office and externally;
- Advanced knowledge of Word, Excel, Outlook, PowerPoint and DM systems;
- Excellent phone manner - internally and externally coupled with an ability to communicate clearly and to listen effectively;
- Previous legal or financial secretarial/PA experience essential;
- Accuracy and speed in audio/copy typing and marking up and formatting documents required;
- Proven ability to work effectively as a team player;
- Ability to stay calm in often demanding situations and work well under pressure.

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.