Legal Secretary

## Legal Secretary, Abu Dhabi Apply:
Abu Dhabi:
Posted Today:
R
** Minimum prior experience of 3 years as Legal Secretary in a law firm or professional services firm is required to apply for this role.
**** Key responsibilities and challenges
**** 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, black lining documents, using house style documents and non house style where required
* Proofread 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
* Take responsibility for the processing and accuracy of invoice changes
* Prepare e-mails and cover letters on behalf of matter manager for sending of invoices
* Adding disbursements to invoices via Readsoft application
* Sending invoices out to clients and keeping a record of the same
* Assist in monitoring the billing process for your principals as required
* Assist in opening new clients, as required
* Complete online matter opening for new matters
* Liaise with principals, conflicts, matter management and finance teams on matter administration
* Monitor work in progress and chase matter managers to bill, as required
* If a matter is monthly billing, ensure follow up process is followed appropriately
* Amend timelines using the DTA tool when necessary
* Run billing guides for fee earners when requested
* Providing weekly/monthly fee updates to clients on matters
** Risk Management
*** Actively support process which minimize the Firm’s 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
*…