Job closed
Ref: QP093-20
Job description / Role
Our client, an international law firm with a presence in AD in looking for a Legal PA/Administrator to join their existing team.
The position will consist of the following duties:
- Answer and filter telephone calls and deal with general queries or refer to the appropriate colleague.
- Monitor post and emails and ensure all correspondence is processed in an accurate and timely manner.
- Act as key contact point for clients when partner is unavailable.
- Type documents as directed using handwritten drafts and mark-ups and BigHand digital dictation. Proofread all work to ensure that completed documents are delivered accurately and to a high standard. Draft general correspondence as appropriate.
- Proactively manage the partner’s diary, make appointments, arrange meeting rooms and organise travel arrangements, including arranging visas. Make reasoned decisions when diary conflicts occur and know when to refer to the partner.
- Arrange meetings, visit programmes and logistics as directed.
- Arrange all travel, including understanding the partner’s preferences, anticipating additional requirements (e.g. foreign currency) and contingencies. Prepare detailed itineraries.
- Prepare, submit and monitor payment of partner’s invoices and expense claims.
- Carry out matter opening and CVML checks, and prompt colleagues to progress new matters when necessary.
- Provide billing support by generating billing guides, liaising with the billing team to obtain draft and final invoices, and mailing invoices to clients.
- Maintain billing and engagement letter files.
- Organise document management, including opening and closing of files. Ensure that all relevant documents are filed electronically and/or in hard copy as required.
- Ensure day-to-day administrative tasks are carried out, e.g. photocopying and scanning, or delegate to appropriate department when necessary.
- Provide support to other members of the business services teams in the Middle East as appropriate.
Requirements
- Experience in a legal environment is essential
- Experience as a personal assistant or secretary to senior management is desirable
- Experience in an office and/or administrative role is desirable
Technical skills and knowledge
- A good working knowledge of Microsoft Office suite of applications
- A good working knowledge of Filesite
- Knowledge of Abu Dhabi regulations relating to the renewal of licences, leases, visas etc.
About the Company
Eximius was founded by Nick Stevens and Ed Stevens in 2008 to supply expert talent to the energy, legal and financial services sectors. Our approach has allowed us to enjoy superior market performance, averaging 40% CAGR in our profitability since inception.
Today we support an enviable client list across the globe. We operate from our offices in the UK, the UAE and Hong Kong, enabling global mobilisation for our clients and candidates.