The Role
Administrative Assistant - Law Firm - Dubai \xe2\x80\xa2 Business travel planning: take the necessary travel information (destination, departure/return dates and time), book flights and hotels in accordance with the company policies and finalizing any travel procedure (e.g., work visa). \xe2\x80\xa2 Payments requisitions: process and forward requests for payments or office supplies requisition payments to the accounting team. \xe2\x80\xa2 Billing: keep track of lawyers\xe2\x80\x99 billable time and prepare invoices accordingly. Ensure timesheets are completed according to the firm\xe2\x80\x99s policy. \xe2\x80\xa2 Filling and recordkeeping: create and maintain a filing system, perform data entry tasks, update existing records, maintain company archives, and retrieve information from the filing system when requested. \xe2\x80\xa2 Tracking and reporting lawyers\xe2\x80\x99 billed time: ensure that meetings between lawyers and clients are taking place in a timely manner and reporting the specifics of the meetings (e.g., client name, number of clients, time, etc.) \xe2\x80\xa2 Meetings: schedule and attend meetings, record meeting minutes and circulate the minutes to attendees. \xe2\x80\xa2 Circulation: circulate emails, meeting agenda, announcements, memos, etc. \xe2\x80\xa2 Writing official documents: prepare, edit, translate, summarize, and proofread official documents, including correspondence, reports, drafts, and emails. \xe2\x80\xa2 Miscellaneous: welcome clients, answer, and direct incoming calls, taking detailed notes or messages when necessary. \xe2\x80\xa2 CRM: ensure the practice clients and targets details are updated on Nexl and are kept up-to-date. \xe2\x80\xa2 Proposals and presentations: Provide ad-hoc editing and development support for practice proposals and presentations, where required. \xe2\x80\xa2 Prepare the CDD forms and save them to DMS under the client admin file as soon as a new client file is established. The purpose of the role is to ensure that lawyers and employees in all practice areas are receiving comprehensive administrative support to operate smoothly daily.

Requirements

• 2-4 years of relevant experience \xe2\x80\xa2 Bachelor\xe2\x80\x99s/diploma in Business Administration or equivalent. \xe2\x80\xa2 Fluent in English/ Arabic Essential \xe2\x80\xa2 Attention to detail and problem-solving skills. \xe2\x80\xa2 Strong organizational and planning skills. \xe2\x80\xa2 Effective verbal and written communication skills. \xe2\x80\xa2 Excellent time management skills and ability to multi-task and prioritize work. \xe2\x80\xa2 Ability to work cooperatively with a culturally diverse work force. \xe2\x80\xa2 Ability to interact well with the public (i.e., vendors, customers, etc.). \xe2\x80\xa2 Ability to always act professionally but especially under pressure. Preferable \xe2\x80\xa2 Knowledge of the firm\xe2\x80\x99s business and industry. \xe2\x80\xa2 Tech savvy.

About the company
Executive search involves working with a third party, such as JEX Personnel. Executive search is relationship driven. JEX Personnel will work closely with you to understand the requirements of the role. It is a research-led approach, meaning a search firm will be paid a retainer fee upfront to carry out analyse the marketplace and benchmark for skills/roles and salaries. A search firm will tend to have extensive knowledge of and access to board directors and senior executives across industries and functions, allowing them to build a large pool of top executive talent