About the Role
We are seeking a Legal Executive Assistant to provide essential assistance and secretarial support to Partners, Associates, and Staff. This role offers an opportunity to work within a leading global law firm that advises clients on significant transactions and disputes. You will play a key part in ensuring smooth operations through your organizational and communication skills. The position reports to the Director of Administration and Operations Manager.
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Responsibilities
- Extensive and accurate diary management for all attorneys
- Document production, including heavy amendments and formatting, tracking changes (if applicable), and working with multiple versions of documents
- Arrange meetings, lunches, and dinners, and follow up with confirmations
- Complex travel arrangements including flights, accommodation, visas, and transfers
- Handle telephone queries and relay relevant messages accurately
- Photocopying, printing, binding, scanning, and filing of original and electronic documents
- Involvement in the billing process, including distribution of prebills, liaising with partners and the accounts department to finalize bills and send to clients in a timely manner
- Timesheet entry for attorneys using Expert Time/iTimekeep
- Preparation of expense claims, invoice requests, and petty cash reports
- Assist with the opening of new client files and matters, including obtaining necessary KYC documentation for every client
- Input client development events and meetings into InterAction
- Provide additional secretarial support for other partners/attorneys as required due to their Executive Assistant’s absence
- Other reasonable duties incidental to this type of work as required.
Qualifications
- Strong organizational skills and attention to detail
- Ability to prioritize tasks and work effectively in a fast-paced, professional environment
- Ability to use initiative, working independently and as a team member
- Proactive attitude with a good work ethic
- Excellent written and verbal communication skills
- Professional, flexible, and collaborative approach
- Fluent in English (Arabic is a bonus), both verbal and written
- Complete discretion and sound judgment when handling sensitive information
- Willingness to build and improve secretarial skills
- Knowledge of administrative procedures
- Willingness to work overtime when required
- Able to work to tight deadlines.
Experience
- Experience working with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
- Familiarity with templates and numbering tools for Word
- Knowledge of Adobe Acrobat DC Pro
- Experience with iManage 10 (document management system)
- Proficiency in Expert Time/iTimekeep (time recording)
- Knowledge of Emburse Enterprise (expenses and invoices)
- Experience with Workshare Professional (comparisons and metadata stripping)
- Familiarity with InterAction (contact management database used by partners/secretaries)
- Minimum of five years’ current experience working in a major UK or US law firm.
Additional Information
Qualified applicants with criminal histories will be considered for employment in a manner consistent with local law. The firm is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. Reasonable accommodations will be provided to enable participation in the application and recruitment process, unless it imposes an undue hardship, in accordance with applicable laws and regulations.
