Job Description

Overview:
To provide high-quality administrative and organisational support to the Group General Counsel and Company Secretary (same person), ensuring effective and efficient management of his office and personal and work schedule to include managing communications and diary, engaging with shareholders, the Board and C Suite as well as other internal and external correspondents (including other professional service providers), helping to prioritise workload and communications, document management, transaction support, stakeholder coordination, and smooth day-to-day operations that enable the office and legal team to function efficiently. Responsibilities:
Document & Contract Support

• Format, and spell check documents and format spell and grammar check correspondence when sending on behalf of GGC.
• Utilise DocuSign and adobe to arrange for approval and signature of documents.
• Collect and distribute documents needed by GCC for meetings.
• Use the legal and contract filing systems (digital and physical) in line with company policies.
• Assist with contract lifecycle tasks, including tracking renewals and archiving final documents.
• Help to maintain legal templates and standard forms by implementing review and renewal process and engaging with legal team.

Administrative & Operational Support

• Manage diaries, meetings, and travel arrangements for GGC and other members of the team as required by GGC.
• Organise internal and external meetings and attend as required, including preparing agendas and documentation packs, recording meetings and/or taking notes and preparing action logs.
• Handle GGC inboxes, correspondence, scanning, and filing.
• Provide general administrative assistance to support day-to-day GGC and Company Secretary operations.

Compliance, Governance & Reporting

• Support administrative aspects of compliance processes, such as policy updates, training coordination, and audit preparation.
• Support the maintenance of logs, trackers, and registers such as MS planner, dispute records, contract lists, or risk logs trade mark records.
• Assist with preparing materials for governance meetings or regulatory reporting.

Stakeholder Coordination

• Act as a central point of contact between the GGC and the rest of the legal team and internal functions such as HR, procurement, finance, and operations.
• Liaise with external advisers including law firms, auditors, Trade Mark attorneys, insurers, and consultants.
• Ensure internal queries directed to the GGC and Company Secretary are responded to efficiently and appropriately.

Financial & Resource Support

• Assist with processing legal invoices, purchase orders, and tracking spend against budget.
• Maintain records relating to legal subscriptions, filings, and registrations.
• Support the preparation of management information, reports, and departmental metrics.
• Help to improve and maintain the GGC office, Legal Team and Company Secretary SharePoint sites

Confidentiality & Information Management

• Ensure secure handling of confidential and sensitive information.
• Maintain robust document control procedures in line with data protection and organisational policies.

Qualifications:
1. Experience as a legal secretary, legal PA, or administrative professional in a legal or corporate environment, preferably supporting in-house legal teams.
2. Strong document production and checking skills with exceptional attention to detail.
3. Excellent organisational and time management skills.
4. High proficiency in MS Office (Word, Excel, Outlook, PowerPoint and SharePoint including apps such as planner) and experience with document management systems.
5. Understanding of legal terminology and corporate documentation.
6. Excellent communication and interpersonal capabilities.
7. Ability to handle confidential information with professionalism and discretion.
8. Experience supporting legal teams in the UAE or international corporate environment is desirable
9. Good sense of humour and engaging personality.

Skills Required