Legal Secretary

DescriptionThe roleTo provide competent and proactive legal secretarial and administrative support for our Employment team, up to but not including partner level, in the Dubai office. The legal secretarial role is responsible for providing a high quality, comprehensive workflow management and organisational service to fee earners in the practice group, retaining ownership and accountability of all tasks through to completion whilst delivering exceptional client service.Key Responsibilities Client Relationship Management Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate. Taking and making client related calls, dealing with and handling message taking as appropriate. Liaise with Clients & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc. Manage InterAction and ensure new prospects, clients and contacts, activities and business development information are added. Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring. Administrative Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliance at all times. Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal client. Create and amend high volumes of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes. Assisting in the organisation of internal and external events, seminars and conferences.Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.First point of contact for the team, dealing with queries and acting on initiative to exceptional client service, promoting and developing ownership within the teams.Billing administration including liaising with clients regarding outstanding invoices.Co-ordinate travel arrangements including flights, accommodation and visas.Provide adhoc general administrative assistance - scanning, photocopying, expense claims, etc;Provide inbox management during associate's absence from the office and to take appropriate action;Assisting in the tender process - liaising with Business Development, outstanding information, assisting with draft/final submissions.Receiving instructions via digital dictation for tasks and acting upon the same. CommunicationKey point of contact for allocated Fee Earners and Clients to maintain relationships and ensure a high level of support is always provided by the team.Monitor client related correspondence and ensure it is passed on to an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing.Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by Team Leader.Assisting others where there is spare capacity, or it is evident that a colleague needs assistance with their workload.Minute taking, following up designated actions to ensure completion ahead of the next meeting. ProcessingResponsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise.Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones.Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.Ensuring compliance with firm wide/department policies and procedures. Customer ServiceArranging and attending team meetings where necessary.Liaising with fee earners and Team Leader to take instruction and liaise on work requirements.Consistently and appropriately update service users on progress where appropriate.Regularly offer assistance wherever possible.Essential Skills And ExperienceAdvanced knowledge of document management/case management systems.An effective communicator with the ability to establish and build client relationships; striving to provide exceptional service at all times.Customer/client service focused.Proven experience of managing high level client facing tasks and priorities, with a hands-on, practical approach.Effective at investigating issues and seeing a problem through to conclusion.Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.Positive can-do attitude with the ability to adapt to change.Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.Technical Skills3 years experience of working in a legal or professional services environment.An aptitude for providing top level organisational support, anticipating support needs, producing documents and client communications of the highest standard.Advanced knowledge of Microsoft Office. Business Services CompetenciesClyde & Co is committed to providing extensive, personal and professional developments opportunities for our people enabling them to be highly effective in their current role as well as assist them to fulfil their career aspirations.The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas:Technical ExcellencePeople and TeamClient/Stakeholder RelationshipsService Delivery and Commercial AwarenessPersonal EffectivenessClyde & CoClyde & Co is a global law firm which has quadrupled in size over the past decade.Revenues from the firm's 60+ offices* worldwide rose to £627million for the last financial year.The firm has over 1800 fee earners, across six continents, with 4000 staff advising corporates, financial institutions, private individuals and governments.Clyde & Co, MEAWith over 30 years' experience in the region and the largest presence of any international law firm, we pride ourselves on being able to help clients recognise and overcome the challenges of doing business in the Middle East.