Job Description

Team Assistant

ABU DHABI

A leading global law firm with 30 international offices and a history spanning over 200 years, and a clear strategy for future growth. Our in-depth understanding of our clients and commitment to providing exceptional standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law.

Department/Role overview:
The Team Assistant role is part of a team of Admin support staff and not an EA/PA position. You will embrace a team working approach, collaborating with three Team Assistants, three Team Executives, and two Practice Executives across our four offices in Abu Dhabi, Dubai, Riyadh and Jeddah.

This is an Abu Dhabi based role, and you will primarily support ten Lawyers and two Partners in the Abu Dhabi office, however, all Admin support staff work as a team helping each other across all four Middle East offices.

Team Assistants provide efficient and diverse office and legal administration support, making travel and visa arrangements, raising supplier PRs, updating internal billing and filling systems, and general assistance to all Lawyers and Partners to meet the deadline driven nature of the work.

Reporting to Operations Manager (based in Dubai office).

Hours of work:
Monday to Friday, 9 am - 5.30 pm with flexibility needed to support the business.

Main responsibilities:
Office Administration
- Front of house and facilities support. Meeting and greeting clients at the office.
- Answering calls, taking accurate messages, and assisting with queries where possible.
- Arranging conference calls, supporting internal and external clients with built-in video and conference equipment.
- Organizing and scheduling internal accredited training sessions.
- Processing and submitting expense claims for Partners and Managers.
- Updating association memberships and learning records, ordering business cards and labels.
- Making travel and accommodation arrangements for Partners using the firm's travel partner or through online travel portals.
- Arranging travel and accommodation for New Joiners, Trainees, and Secondees from overseas.
- Scheduling and coordinating internal and external meetings, lunches, and seminars for Partners and Fee Earners.
- Organizing and maintaining files of electronic and hard copy documents.

Legal Administration
- Monitoring group admin inbox.
- Updating client relationship management system 'InterAction' records and contact details, including creating and adding diary or file notes.
- Comparing documents and cross-referencing red/black lines.
- Making minor amendments to documents, delegating complex or lengthy documents to Document Production team when appropriate.
- Creating, amending, and converting documents from various formats.
- Locating or filing documents on the firm's document management system 'iManage'.
- Printing, binding, laminating, scanning and preparing documents.
- Working closely with Partners to carry out diary management upon request.
- Running missing timesheet reports on the firm's billing system '3E'.
- Making time entry changes for Lawyers and Partners on 'Intapp'.
- Chasing Lawyers and Partners for missing timesheets.
- Assisting Global Shared Services teams with varied ad-hoc tasks.
- Supporting Practice Executives in relation to other administrative tasks as required.

Billing Assistance
- Setting up new payees on the firm's billing system '3E'.
- Raising PRs and applying receipt of goods on '3E'.
Risk and Control
- Ensuring that all activities and duties are carried out in full compliance with the firm's regulatory requirements and internal policies.

Essential skills and experience:
- Candidate must be fluent in English (written and spoken).
- Previous experience in administration, preferably within professional services or a law firm.
- Intermediate technical skills in MS Word, Outlook, PowerPoint and Excel.
- "Can do" approach, proactively completing tasks that may be outside the general scope of duties.
- Methodical approach with high level of attention to detail, providing work that is quality checked and complete.
- Strong organizational skills, able to adjust and re-prioritize to ensure the needs of the project, task or team are met.
- Demonstrates initiative and strong customer service focus with a willingness to take ownership of tasks or provide solutions to issues that arise.
- Good communication skills, comfortable to liaise with staff at different seniority levels.
- Behaves in a professional manner, is personable and approachable at all times.