Legal Secretary, Abu Dhabi

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

Job summary

A leading legal firm in Abu Dhabi is seeking a seasonal Legal Secretary with at least 3 years of experience in a law firm. Responsibilities include managing document production, organizing meetings, and supporting client relationships. Proficiency in administration and financial documentation is essential for this role. This position offers an opportunity to work in a dynamic legal environment.

Qualifications

• Experience in a law firm or professional services firm is mandatory.
• Strong administrative skills and ability to prioritize tasks.
• Proficient in managing confidential information.

Responsibilities

• Undertake all document production tasks to high standards.
• Manage diary including scheduling and prioritizing meetings.
• Prepare financial documents and bills.
• Support client events and manage relationships.

Skills

Document production

Diary management

Client Relationship Management

Financial preparation

Risk management

Administration

Education

Min 3 years of Legal Secretary experience

Job description

Key responsibilities and challenges

We are looking for a seasonal Legal Secretary with a min of 3 years of Legal Secretary experience as in a law firm or professional services firm which is mandatory for this role.

Document production

• Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources
• Type from manuscript blacklining documents using house style documents and non house style where required
• Proof read documents to ensure accuracy
• Prepare PowerPoint presentations and Excel spreadsheets
• Draft correspondence/emails
• Undertake photocopying scanning printing and faxing as required
• Assist other members of the group/division/firm as required to include the Marketing Team with pitch documents
• Ensure you are up to date on all programs and templates used

Meetings and travel management

• Diary management arranging meetings and conference calls liaising with clients prioritising and rescheduling meetings as appropriate (must be able to anticipate principals needs in scheduling diary)
• Arrange conference calls meetings catering
• Co-ordinate all travel arrangements including taxis accommodation booking flights and expense forms as appropriate keeping fee earners diaries up to date with the same
• Prepare and collate papers ahead of meetings
• Assist in the planning for key meetings

Client Relationship Management

• Collating and circulating agendas as appropriate
• Managing confidential data
• Deal with internal and client calls in a timely confident helpful manner and pass on accurate messages as required / action where necessary
• Deal with visitors in a confident and professional manner
• Keep client contact details client book/CRM and lists up to date
• Support client events as required

Billing and Financial Hygiene

• Preparation of the Engagement Letter/Terms of Business/submission to Engage and following up where engagement terms are not in place
• Assist in preparation of bills and bill narratives
• Request draft bills and review for accuracy

  Risk Management

  • Actively support process which minimize the Firms exposure to risk (i.e Information Barriers and e- Filing)

  Administration

  • Manage annual leave requests for fee earners and keeping a record of the same
  • Deal with incoming and outgoing mail
  • Proactive monitoring of emails as required and forward/action as necessary
  • Maintain update/reminder system of ongoing mail if required
  • Establish and maintain effective and accurate filing systems (hard copy/ iManage)

  Miscellaneous

  • Develop your competencies and skills in order to provide excellent professional assistance attending training when required
  • Keeping distribution lists up to date such as client marketing lists
  • Submit timesheets for principals in their absence or as required
  • Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary
  • Support Firmwide IT system rollouts
  • Support principals in the use of IT systems such as Sophia/Workday
  • Contribute (where required by Head of Secretarial services/Group Secretary) to Firmwide projects which relates to the Secretarial Services Function
  • Attend secretarial meetings
  • Attend training as required to keep up to date with firm wide procedures
  • Working proactively as part of a team to ensure time is used effectively using all available firm wide resources to meet pressured deadlines
  • Effectively manage and prioritize work
  • Working with and assisting the other legal secretaries in the Middle East where necessary

  Technical Skills:

  This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of and requirements for the performance of this job. As such the role may also include the undertaking of additional tasks as required.