We are looking to recruit a legal personal assistant in our Dubai office to support a number of fee earners. To provide a high level of efficient, client-focused and professional legal administrative support to a number of nominated fee earners, enabling them to be more productive with their time. To play a key role in the team to ensure that peaks and troughs of workload are smoothed.

Key responsibilities and deliverables

Client engagement

Responds to, assesses and prioritises clients\xe2\x80\x99 requests, however communicated, and offers appropriate efficient and business-like help and assistance to meet their needs.

Maintains a good knowledge of current matters and carries out client liaison duties including regular WIP updates.

Develops and maintains an up-to-date knowledge of the stage of the matter upon which the fee earners are working, current matter workloads, potential issues and sensitivities.

Marketing and Business Development activities

Proactively supports fee earners\xe2\x80\x99 MBD responsibilities. Includes submitting content to MBD systems (CV database, pitch/experience lists etc), intranet/LinkedIn publishing, prompting fee earners to provide material for uploading, conducting basic research on potential clients, running regular activity and tracking reports to support MBD initiatives.

Carries out basic business development duties such as updating contacts and sending out business development materials.

Assists with administrative support for both internal and external business development and client events, working in conjunction with the relevant central and practice based MBD teams as appropriate.

Support the MBD department as required on the production of pitches, client presentations and maintaining up-to-date CVs for fee earners.

General administrative support

Helps to manage incoming communication (including fee earners\xe2\x80\x99 e-mail), drafts and transcribes replies when directed by fee earners and ensures all mail is processed in an accurate and timely manner.

Pro-actively manages fee earners\xe2\x80\x99 diaries, makes appointments, arranges meeting rooms and organises travel arrangements and expense claims to ensure all work activities are scheduled effectively. Able to make reasoned decisions when conflicts occur, or know when to refer to fee earner for the decision.

Arranges all travel effectively and efficiently. This must include understanding fee earners\xe2\x80\x99 preferences, anticipating additional requirements (accommodation, currency, returns, transfers) and planning in contingency.

Types letters, correspondence and legal documentation (often involving confidential material). Proofreads all work to ensure that completed documents are delivered accurately and to an appropriately high standard.

Establishes and maintains a robust electronic filing system and other administration systems (such as client files if required) to ensure completeness and accuracy of technical, professional and matter information. Uses Worksite for e-mail filing as per departmental standards.

Carries out day-to-day administrative tasks to ensure provision of high quality service in all areas, including liaison with department business centres and other service departments as appropriate.

Provide administrative support and cover to the Receptionist on office administration/ operations tasks as required.

Assists fee earners with basic technical queries allowing them to make best use of available IT and KBD resources. Ensures own knowledge of technical packages is up to date.

Assists with administration, co-ordination and logistics for internal seminar and training events, ensuring relevant events are diarised for fee earners.

Carries out risk checks, matter openings and draft engagement letters.

Assists fee earners with the billing processes, preparing first drafts of bill narratives and managing process of sending bills end-to-end.

Provides fee earners with appropriate support in managing personal matters, such that fee earners are able to focus their time on providing efficient services to clients.

Aware of department\xe2\x80\x99s policy on Chinese walls and acts accordingly.

Communication

Communicates on a daily basis with all of their fee earners, ensuring a high level of awareness of current priorities, fee earners\xe2\x80\x99 whereabouts and service requirements.

Proactively communicates with Team Supervisor on issues of workload and any other difficulties.

Team support

Is proactive in providing support to other PAs in the team to ensure that peaks and troughs of demand are managed.

Willing to provide cross-team support where necessary.

Contributes to departmental support projects on an ad hoc basis.

Key requirements (Communication/skills/experience)

Essential

Educated to A level standard or equivalent experience, must have at least 5 GCSEs (A-C) (or equivalent), to include Maths and English.

Experience of working as a legal secretary in a professional services environment.

Formal legal secretarial qualification.

Excellent communication skills (written and oral).

Administrative support experience.

Good organisational skills and attention to detail.

Ability to prioritise and act on own initiative.

Able to work fast to tight deadlines.

Able to work as part of a team.

Ability to adopt a flexible and proactive approach and retain a professional attitude under pressure.

Flexibility to work in evenings and/ or weekends as required.

Excellent IT Skills, including fast, accurate audio and copy typing (60 wpm).

Able to produce high quality Word and PowerPoint documents.

Able to create, manipulate and interrogate Excel spreadsheets.

Experience in using FileSite, Intapp, WorkDay, SalesForce, IntroHive or industry equivalent

Willingness to broaden experience and develop skills further.

Desirable

Sound knowledge of legal environment, including legal terminology appropriate to their department.

Competent in either Russia or Arabic language.

Freshfields Bruckhaus Deringer