Secretary / Office Manager

Job description / Role

International Law firm based in Dubai seek experienced Secretary to in hybrid role which will incorporate Office Management duties.

We are looking for an enthusiastic, organised and efficient Secretary for the newly established Dubai office. Supporting the Head of Tax and two Associates, this is an exciting opportunity for an experienced Secretary to take on a busy and rewarding role. Ideally you may have previous office management experience or experience of working in a small office.

The ideal candidate will be an excellent administrator and have the ability to be very hands on in supporting the fee earners. You will need to be an efficient worker who can prioritise, multi-task and remain calm under pressure. Confidence in IT systems, proactivity, and the ability to use your initiative to pick up unfamiliar work quickly are essential.

- You will provide effective communication support to the fee earners you work with, and of course their clients
- Providing seamless support your duties will include: day to day diary management; making travel arrangements including international travel and hotel bookings; processing expenses; opening new client files; updating our client management database; preparing client due diligence; resolving account queries and assisting in the monthly billing process; communicating with legal staff; clients and support staff, and filing (both electronic and hard copy)
- You will enjoy contributing to practice group organisation, for example, by opening matter files, e-filing, scanning, photocopying and assisting with inputting timesheets for fee earners as and when required
- In conjunction with other secretarial staff and the marketing department, you will assist in keeping InterAction (client relationship management system) up to date, and produce reports as and when required
- During monthly billing time you will assist with the production of bills using finance and time recording systems
- General office administration including answering phones, arranging couriers, greeting clients and offering refreshments, sorting mail, couriers and post office collections

Requirements

Ideally you will have worked in a similar legal environment for a few years, with the ability to use your initiative to pick up unfamiliar work quickly and be proactive in anticipating the needs of the team. Familiarity of the range of work and type of documents that are typical to international tax would be advantageous. You will have a fast typing speed (65 words per minute) and will have developed advanced IT skills.

Skills and attributes
- Passionate and enthusiastic about providing exceptional client service
- The ability to take ownership and work autonomously
- You will have excellent communication skills and high levels of interpersonal skills
- The ability to stay calm under pressure
- Security conscious, with the integrity to handle highly confidential information appropriately
- You will of course be organised and enjoy paying attention to detail
- Technically competent, but more importantly you will have the ability to use your initiative to adapt, and think laterally
- Enjoy being a team player, with a flexible approach and can-do attitude
- Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
- Excellent IT skills and experience using Elite, InterAction, Word, PowerPoint, Excel, Outlook PDF Docs
- Experience of working in an international law firm are is desirable but not essential

About the Company

From humble beginnings in 2010, our founding Directors, David Molt, Paul Kelly and Jo Benelisha (all highly experienced recruiters in their own right, having previously spent 45 years in the industry combined) had a vision to assemble a large team of specialist Business Services recruiters, and become the market leaders in our field.

In the years to follow, Strictly has grown beyond recognition from our early days of being a ‘three man band’. Our business model has allowed us grow and grow, with all our consultants sharing our innovative ethos, drive and passion for recruitment.

Today, our client base is vast. Ranging from Multinational organisations all the way down to smaller, more boutique companies. The list spreads across various sectors – Professional Services, Finance, Banking, FMCG and Property to name a few. To put it simply, should there be a Business Support vacancy open, the chances are, we’ve had experience working in that sector!

Specialising in all areas of Business Support, we recruit across permanent, contractual and temporary staff. Our vacancies vary from entry level through to managerial, executive and director level. Typical roles include PA, EA, Secretarial, Human Resources, Reception, Facilities and Office Management.