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Legal Secretary - 12 Month Contract

Headway

Dubai, UAE

Ref: HP966-79

Job description / Role

The role of a Junior LPA at an international law firm for a 12 month fixed term contract has arisen. The role will be challenging and rewarding. Working alongside leading lawyers, the firm recognises that LPAs are an important part of the team. The role of a Junior LPA is to provide fee earners with effective, high-quality PA support that appropriately meets their requirements enabling them to focus on providing legal services and client development. In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of complex and often confidential documents and presentations.

Salary:
AED 17000 per month inclusive of fixed allowances.

Requirements

Skills and Experience

•Legal or similar professional experience preferred
•Excellent administration skills, keyboard and software skills
•Excellent written and verbal communication skills with excellent attention to detail
•Strong organisational skills with the ability to prioritise own work
•Calm, unflappable demeanour, ability to work under pressure and to tight deadlines
•Proven ability to manage a demanding workload
•Flexible and proactive
•Confidential and discreet
•Enthusiastic approach to team working
•Client service experience
•Professional telephone manner

Communication and Behaviours

•Show a proactive approach to tasks and situations
•Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
•Maintain tact and diplomacy, trust and confidentiality
•Exhibit strong professional communication skills, both oral and written
•Build successful relationships with fee earners to identify individual requirements
•Have an enthusiastic approach to change and adapt to an ever-evolving role
•Provide exemplary standard of service to clients, whether internal or external
•Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
•Take responsibility with regard to team-building and providing a supportive environment to colleagues
•Ensure familiarity and compliance with firms' standard operating procedures and any group-specific procedures
•Take responsibility for ensuring personal development and IT skills are maintained and improved
•Keep appropriate individuals updated with regard to your whereabouts

General LPA Duties

•Daily maintenance of diary events and organisation of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
•Coordination of meetings, to include the consideration of, and responsibility for, ensuring all necessary arrangements are made
•Proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
•Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
•Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
•Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc, in compliance with Middle East Travel Policy and ensuring completion of Travel Authorisation forms
•Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
•Liaison with fee earners with regard to updating training records with CPD points

Document Support – Preparation of Client Documentation and Correspondence

•Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
•Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
•Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
•Ensure that fee earners have papers and adequate preparation time for meetings
•Take minutes at meetings and produce/maintain action lists where appropriate

Deal/Matter Support – Coordination of File Opening, Client Care and End of Matter Details

•Complete Matter Inception process
•Draft engagement letters and/or client-care emails and liaise with matter managers to ensure signed engagement letters are returned and filed appropriately
•Complete Omnia virtual file set-up and file and scan all awaiting documents
•Keep track of all deadlines and remind fee earners of timelines at regular update meetings
•Carry out dataroom set-up and maintenance if required
•Prepare client contact list if required
•Carry out health check and "tidy" of documents or SFP templates
•Complete post-deal/matter activities including maintenance of paper files, bibles and closing matter as agreed with Matter Manager
•Liaise with Professional Support Lawyer regarding know-how collation and submission, if required

Finance – Coordination and Preparation of Invoices and all Expense Claims

•Demonstrate an understanding of the end-to-end billing process and financial system
•Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
•Carry out mobile phone reallocation and reclaim process
•Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
•Chase missing timesheets
•Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
•Edit time narratives within 3E
•Use 3E to view time on matters; print billing guides and prepare invoices
•Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
•Ensure copy of final bill is correctly filed

Business Development

•Work on client pitches, to include awareness of date for submission to client; liaison with Business Development for timely production of documentation
•Coordinate/organise client events and ensure all details, post-event, are followed up
•Undertake research on clients or potential clients, including putting together briefing packs as and when required
•Demonstrate knowledge of business development materials to provide to fee earners when attending meetings
•Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
•Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
•Understand and appreciate key client contacts and build relationships with PAs at key clients
•Ensure firm databases are kept up to date
•Action e-Alerts in timely fashion as required
•Show extensive knowledge of EPiC for production of client distribution lists

About the Company

Headway has a proactive approach to recruitment and the methodology we employ ensures we take the time to understand the needs of both clients and candidates to guarantee the right fit.

We aim to create open, consultative partnerships with our Clients and Candidates whilst maintaining an honest and professional approach at all times.

As a team we are ethical yet innovative; focused yet flexible; realistic yet enterprising. We believe in earning our success by working with you to create yours.

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Legal Secretary salaries in UAE

Average monthly compensation
AED 17,000

Breakdown available for industries, cities and years of experience