Legal Secretary

Kingston Stanley; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

An international law firm in Abu Dhabi is seeking an experienced Legal Secretary to provide comprehensive administrative and secretarial support. Responsibilities include diary management, document preparation, scheduling meetings, and handling travel arrangements. The ideal candidate possesses strong skills in Microsoft Office and legal document management, along with excellent communication and organizational abilities.

Responsibilities

• Provide extensive and accurate diary management for attorneys.
• Produce, format, and amend complex legal documents.
• Schedule and coordinate meetings, lunches, dinners.
• Arrange complex travel itineraries including flights, accommodation.
• Manage incoming calls and relay messages promptly.
• Handle photocopying, scanning, printing, binding.
• Support the billing process and ensure timely submission to clients.
• Complete timesheet entry for attorneys using Expert Time.
• Prepare expense claims, invoice requests, and petty cash reports.
• Assist with opening new client files and matters.
• Enter client development activity and meeting information into InterAction.
• Work collaboratively with the secretary team for reception duties.
• Provide cover and additional support to attorneys.
• Perform other reasonable duties aligned with the role as required.

Skills

Microsoft Windows 10

Microsoft Office Professional 2018

Adobe Acrobat DC Pro

iManage 10 (DMS)

Expert Time (timekeeping)

Chrome River (expenses/invoicing)

Workshare Professional

InterAction (CRM database)

Job description

Role Overview

I am recruiting on behalf of an international law firm who is seeking an experienced Legal Secretary to provide comprehensive administrative and secretarial support to Partners, Associates, and the wider team.

Key Responsibilities

• Provide extensive and accurate diary management for attorneys
• Produce, format, and amend complex legal documents, including extensive track-changes and multiple-version management
• Schedule and coordinate meetings, lunches, dinners, and ensure all confirmations are received
• Arrange complex travel itineraries including flights, accommodation, visas, and ground transport
• Manage incoming calls and relay messages promptly and accurately
• Handle photocopying, scanning, printing, binding, and electronic filing of documents
• Support the billing process: distribute prebills, coordinate with accounts and partners to finalise invoices, and ensure timely submission to clients
• Complete timesheet entry for attorneys using Expert Time
• Prepare expense claims, invoice requests, and petty cash reports
• Assist with opening new client files and matters, including gathering all required KYC documentation
• Enter client development activity and meeting information into InterAction
• Work collaboratively with the secretary team to assist with reception duties, welcome visitors, and prepare meeting rooms
• Provide cover and additional support to attorneys when other secretaries are absent
• Perform other reasonable duties aligned with the role as required

Skills, Knowledge & Experience

• Strong experience using:
• Microsoft Windows 10
• Microsoft Office Professional 2018 (Word, Excel, PowerPoint, Outlook)
• Word templates, numbering tools
• Adobe Acrobat DC Pro
• iManage 10 (DMS)
• Expert Time (timekeeping)
• Chrome River (expenses/invoicing)
• Workshare Professional (document comparison & metadata cleaning)
• InterAction (CRM database)

Personal Qualities

• Strong ability to prioritise and multitask
• Confident working independently and as part of a team
• Proactive mindset with a strong work ethic
• Excellent communication and organisational skills
• Friendly, professional, and approachable manner
• Absolute discretion and confidentiality
• Commitment to developing and enhancing secretarial skills
• Thorough understanding of administrative procedures
• Willingness to work overtime when required
• Ability to meet tight deadlines