Senior PA/Legal Secretary

Job description / Role

We are currently working on behalf of a Multinational Legal firm here in Dubai who is looking for an exceptional PA/Legal Secretary for their office in Dubai.

The successful candidate will perform a variety of PA/Secretarial duties for the Managing Partner, Partner and Fee Earners within the Corporate/ Finance Department of the firm. You must have experience of working within a law firm preferably and have experience of Billing Processes and Compliance.

PA Duties
- Accurate, efficient diary management. Co-ordination/planning of appointments.
- Ensuring the Managing Partner is fully briefed on or prepared for any engagements prior to attending the appointment.
- Filter emails, highlight urgent correspondence and print attachments.
- Organisation of internal and external meetings, including booking conference rooms, lunches and refreshments.
- Arranging extensive travel and accommodation requirements for Managing Partner and other fee earners.
- Filtering general information, queries and phone calls to the Managing Partner by redirecting or taking accurate messages.
- Handling telephone enquiries in a professional and polite manner.
- Dealing with incoming/outgoing email and post quickly and efficiently and drafting emails for Managing Partner.

Secretarial Duties
- Audio and/or copy typing of memoranda, correspondence and legal documentation to a high standard of accuracy, including comparison documents using document production system within deadlines.
- Opening and closing files in accordance with standard office procedures.
- Ensure all filing is accurate and kept up-to-date on a daily basis.
- Preparation of client invoices as part of monthly billing exercise including checking rates and estimates for MP's sign off and despatching same to clients.
- Follow compliance procedures, ensure Case Management file is kept updated including preparation of client care letters.
- Maintain client contact details for accuracy and ease of use on Interaction system.
- Dealing with internal and external clients with professionalism and consideration.
- Undertaking daily administrative duties, such as photocopying and making up files.
- Working as part of a team with other members of the Group, assisting with secretarial and reception cover as and when required.

Requirements

- A minimum of 5 previous experience in a law firm working as a PA with secretarial experience at a senior level.
- Time management skills: able to work to tight deadlines, ensuring a high standard of accuracy, prioritising work between fee earners.
- Customer service skills: dealing with queries from internal and external clients in a professional, polite and considerate manner.
- Good organisation skills.
- Good communication skills: able to communicate with internal and external clients in a confident and assertive manner. Also able to work calmly and efficiently under pressure.
- Team player: to support other secretaries as appropriate.
- High levels of discretion, confidentiality and diplomacy.
- Excellent typing skills, speed and accuracy essential.
- Good computer literacy (MS Office, MS Outlook, SmartStyles, InterAction, Deltaview), although training will be provided.
- Flexible with regard to working hours.
- Mature approach with the ability to work unsupervised.

About the Company

International Recruitment Executives provides a full 360’ recruitment service and takes pride in tailoring solutions to meet each individual client’s needs on a case-to-case basis.

Our service offering focuses on middle level to Senior, Director and C-suite executives across the following specialisms:

• Leisure • Hotel & Hospitality • Banking & Finance • Legal • PR & Communications • Digital & Social Media • Human Resource • Business Operation Professionals

Our range of services includes the following:

Contingency Recruitment

Using our database, network and respected relationships International Recruitment Executives can introduce you to high calibre individuals who are both active and passive within their market and industry; providing a higher level of service to our Clients and Candidates than other consultancies.

Our campaign management service delivers comprehensive support for the end-to-end management of your recruitment campaign. We devise and run a bespoke campaign dealing with the initial marketing through to selection and on boarding of the selected individuals.

Executive Search

Our dedicated sourcing team is consistently mapping the market within their specific industry and discipline enabling them to identify and select suitable candidates for your organization. We utilise a tried and tested search methodology that ensures we find the best candidate to fill your specific brief whilst also ensuring and maintaining confidentiality.

Bespoke Recruitment Projects

Our projects team is experienced in delivering bespoke project recruitment solutions. Clients utilize this service during restructures and rapid growth to alleviate pressure on their own internal recruitment teams. We work directly with our Clients by providing them with advice and dedicated support to identify the requirements of their business by taking full responsibility of the project and recruitment life cycle requirements to ensure the delivery of high quality support service