Legal Secretary for An International Law Firm
2 weeks ago
Legal Secretary for an International Law Firm-Riyadh (KSA)
Responsibilities
- Uses word processing and document management software (Microsoft Office 2010, including PowerPoint & Excel, DocXtools, Adobe etc.) to format, paginate, number and present documents in law firm house style
- Transcribe dictation, minutes of meetings or taped records of conferences and meetings
- Conflict checks
- Maintains and updates comprehensive client contact information using Interaction
- Conducting an audit every 6 months to ensure contact information is up to date (this involves printing fee earners IA list and following up with them to ensure they review/amend accordingly.)
- Bids/Credentials
- Understands and fully utilises wordprocessing functions for document preparation such as BigHand
- Matter management (opening/closing files, maintenance, engagement letters)
- Prepares New Matter Reports and updates list of client/matter codes
- Ensure deal descriptions for every new applicable matter in allocated practice area are added into the Experience Management database. Produce a report (on the required template) and forward to the practice area team leader, lead associate and BD team during the first week of the month. This report will have to be produced and circulated on a quarterly basis.
- Ensure that the bid process, from setting up a nonchargeable matter number through to logging the bid in the bid library, is fully completed in a compliant manner for assigned practice areas. This will include ensuring bids are produced in the correct house style. On a quarterly basis, produce a report for team leader on bids submitted and status.
- Take ownership for smaller scale events (e.g. client lunches and dinners, training sessions, client briefings) in allocated practice area. This will include ensuring event are organised within objectives and budget and adheres to internal best practice procedures and standards.
- Provides proactive administrative and organisational support to the practice area ensuring and promoting quality, excellence and efficiency of service
- Manages diaries of allocated fee earners in Microsoft Outlook to include:
- Makes and rearranges appointments, ensures efficient scheduling of meetings, using discretion and judgement when accepting meeting requests
- Prepare papers for meetings, proactively seeks out and deals with any necessary paperwork etc.
- Proactively organises regular catch up meetings with the fee earners and ensures outcomes are fee earner
- Maintains filing per team utilising Firm filing standards on Worksite
- Schedules meetings, reserves meeting rooms, coordinates video/audio equipment, and orders food followed up on
- Plans and coordinates comprehensive travel programs, to include assistance (in the absence of the receptionist) with booking flights and preparation of itineraries etc. in conjunction with the Firm's designated travel management company
- Forwards LPO to administrator for processing and completes travel and expense reports for reimbursement
- Assist with PowerPoint presentations and internet research
- Manages CLPD bookings and monitors CLP credits for fee earners
Qualifications
- Exhibits professionalism by recognising and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements
- Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues
- Proactive in clarifying instructions from fee earners/manager should they be unclear or if deadlines are not made explicit
- Responds to internal and external telephone enquiries politely and professionally
- Strong time management and prioritisation skills as will be required to support a demanding group of Fee Earners at different levels of seniority
- Ability to use initiative/problem solve
- Flexible approach as may be required in order to assist the wider team and/or to meet document or client deadline
- Supports other members of the team and provides cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines
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