JOB DESCRIPTION / ROLE
The Legal Secretary performs a broad range of secretarial, document processing and administrative support to attorneys and clients where superior client service is emphasized and practiced. May assume responsibility for special projects and have some client contact. This position requires knowledge of legal terminology and procedures, and applicable technology.
PRIMARY FUNCTIONS AND RESPONSIBILITIES
Secretarial
• Works efficiently and effectively under pressure to meet multiple and critical deadlines
• Prioritizes tasks, pays attention to detail and follows through to ensure deadlines are met
• Handles confidential information discreetly
• Maintains cooperative working relationships within office and practice groups; fosters positive working environment
• Ascertains and conforms to multiple client procedural preferences
• Responds to client, staff, legal professionals and vendor inquiries
• Opens, screens and routes mail, and manages faxes and electronic mail
• Demonstrates a high level of internal and external client service; screens communication and responds promptly in a clear, concise and accurate manner
• Greets and assists visiting clients; projects a professional demeanor in all client interactions
• Drafts routine correspondence and memoranda; updates recurring reports as assigned
• Provides coverage when necessary for any and all attorneys as requested; demonstrates willingness to work in a team environment
• Understands and uses firm resources effectively
• Maintains attorney address book and InterAction entries
• Monitors attorney time records to ensure compliance with established deadlines
• Maintains filing system including paper, electronic and chronological files
• Provides desk instructions for reference when substitute secretaries are utilized
Administrative
• Maintains case docket/calendaring, as needed
• Develops and maintains a system for tracking matters that require future attention
• Assists with preparation of RFPs
• Maintains attorney calendar, advises attorney of appointments
• Arranges audio conference (e.g., conference calls with multiple participants)
• Reserves conference rooms and arranges setup (e.g., whiteboard, audio/video, meals, etc.)
• Prepares and processes new business intake forms
• Creates and maintains binders (e.g., working, closing, case, trial, etc.)
• Makes travel arrangements; maintains attorney travel profiles
• Prepares attorney expense forms in a timely manner
• Assists in preparation of client bills
• Provide administrative support – Practice Group, Firm or Office committees
Technical Skills
• Inputs, edits, formats and proofreads legal correspondence and/or documents
• Transcribes text (e.g., correspondence and miscellaneous legal documents) from handwritten drafts, cassette tapes, voice messages or digital recording
• Copies, faxes and scans documents to PDF format
• Performs redlining using Workshare Comparisons and Track Changes
• Analyzes content risk using Workshare Protect
• Uploads and downloads using Secure File Transfer
• Prepares electronic expense form billing (e.g., ChromeRiver)
• Develops and maintains eRooms
• Utilizes and navigates internet search engines
Requirements:
EDUCATION AND EXPERIENCE• Minimum of five (5) years legal secretarial experience, preferably in law firms or other legal environment
• Completion of secondary school (or equivalent) is required. Further education is preferential.
OTHER QUALIFICATIONS AND REQUIREMENTS
To perform the job successfully must demonstrate the following knowledge, skills and abilities:
• Fluent in Arabic and English
• A self-starter; ability to work independently, take initiative and carry out assignments to completion with minimal supervision
• Thorough knowledge of general office practices and procedures
• Ability to work well under pressure and execute multiple and critical deadlines in a fast-paced environment
• Ability to read, comprehend and carry out instructions whether written, oral or diagrammed, involving several variables in routine situations
• Strong verbal and written communications skills; ability to write routine business correspondence and speak effectively with clients, vendors and staff
• Able to make practical and routine decisions; knows when to seek guidance as necessary
• Strong organizational skills
• Self-identify and correct errors
• Strong client service orientation
• Strong interpersonal skills
• Demonstrates initiative and resourcefulness
• Must be able to execute multiple and critical deadlines in a fast-paced environment.
• Able to work well under pressure and maintain a professional and calm demeanor
• Works well in a team oriented environment; team player
• Enthusiastic, “can-do” attitude
• Proactive approach towards learning new technical skills or programs
• Flexibility to work overtime
• Basic arithmetic skills
• Understanding of specific practice group procedures and software (see Addendum)
COMPUTER SKILLS
• Proficient in MicroSoft Office; Document Management Systems; Adobe Acrobat; Delta View; Carpe Diem; Interaction; Lotus Notes
• Advance knowledge of Word (e.g., MacPac, formatting, paragraph numbering, Styles, Paste Special, Header and Footers, Footnotes, Tables, Table of Contents, Track Changes and Mail Merge)
• Intermediate knowledge of PowerPoint (e.g., creating, editing, customizing and designing within Master and individual slides)
• Intermediate knowledge of Excel (e.g., formatting, formulas and definition of print areas)
• Intermediate knowledge of Adobe Acrobat (e.g., editing, scanning, combining documents, highlighting, encrypting, bates labeling and reducing to specific requirements)
• Proficiency with any practice group specific software.
ABOUT THE COMPANY
RecruitME are a specialized recruitment consultancy supplying top tier business support staff to Dubais leading multinational organizations. We carefully source, screen and select only the very best candidates to assist our clients in making easier recruitment decisions faster.
Differentiating ourselves from standard recruitment agencies our consultants have been carefully chosen for their backgrounds in business support for leading multinational organizations. Having been both the client and the candidate previously, we have an insiders understanding of the recruitment process and our clients needs.
What we do:
Specializing in business support positions we can assist in introducing a small selection of experienced administration, finance and human resource candidates with the relevant experience to benefit your business. Our careful screening process ensures that we have met with and can give a concise overview of each candidates skills and current situation before you meet them.
We pride ourselves on sending our clients only the very best available candidates in the market to ensure a simplified, hassle free and timely recruitment experience for all involved.
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