Legal PA/Secretary

Habib Al Mulla; Dubai; On-site; AED 172,000 - 259,000; Full time

Job summary

A leading legal firm in Dubai is seeking a Legal PA/Secretary with at least 5 years of experience. The role involves providing exceptional secretarial support, managing diary schedules, and handling Arabic court notifications. The ideal candidate will demonstrate strong proficiency in Arabic-English communication and possess excellent organizational skills. A proactive attitude and experience in a legal or professional services setting are essential for success. Join a collaborative environment where client service is prioritized.

Qualifications

• At least 5 years of proven experience as a Legal PA/Secretary.
• Experience in the legal sector or professional services background preferred.
• Ability to prioritize tasks and manage own caseload.

Responsibilities

• Support fee earner administrative activities and manage diaries.
• Prepare client registration documents and handle Arabic court notifications.
• Provide first-class administrative support and excellent client service.

Skills

Excellent Arabic-English communication skills

Strong technical skills (Word, Excel, PowerPoint)

High level organisational skills

Proactivity and initiative

Job description

We are looking for a Legal PA/Secretary who can demonstrate secretarial and administrative competencies to the highest level with at least 5 years of proven experience as Legal PA/Secretary.

You will provide first class administrative support and secretarial service to a specific group within our Disputes practice. The role holder will also work closely with other secretaries to strengthen our secretarial function.

The ideal candidate is someone who enjoys getting involved in a wide variety of tasks, is enthusiastic and thrives in a people driven environment. Those who are proactive, demonstrate great team spirit and a passion for delivering an exceptional client experience will succeed in this role.

Responsibilities

• To support fee earner administrative activities (for example, bundling, indexing, general organisation etc.).
• Receipt or rejection of Arabic court notifications relating to clients’ cases physically served at our Dubai Offices.
• Liaising with Court Certified Experts on receipt and dispatch of documents in the UAE.
• Preparation of Arabic files either for timekeepers’ usage or for court filings.
• Arranging for necessary documentation required by Court Staff as instructed by timekeepers.
• To support client activities and requirements in a proactive manner, liaising with clients e.g. take messages, pass on information, deal with simple queries, meet and greet and client events.
• To prepare client registration documents, engagement/assignment letters, conflicts check, money laundering and audit letters, with direction from partner/fee earner.
• To manage the production of all documents from initiation to delivery back to the relevant fee earner.
• To ensure documents returned to fee earner accurately reflect the original request before returning work, including proofreading the document, checking spelling, grammar, sense, amendments and presentation.
• To undertake general filing administration as appropriate.
• To pro-actively manage diaries, arrange meetings.
• To undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence.
• To undertake limited typing i.e. urgent short documents (digital and non-digital dictation).
• To make travel arrangements (visas, flights, hotels, dinners).
• To work collaboratively with other secretarial support for the Department, to provide a responsive and professional secretarial support service to fee earners and clients.
• To ensure that there is comprehensive telephone cover across the department, in accordance with the standard operating procedure.
• To provide personal support (non-firm related), subject to Legal PA/Secretary’s discretion.
• To maintain fee earner contact list.
• To support Marketing and BD administration e.g. prepare pitch documents.
• To support billing processes and timesheets.
• To undertake time entry administration – where applicable, ensure completed on a timely basis.
• To coordinate training administration for CPD purposes.
• To support less experienced members of the team e.g. mentoring or buddying.
• To work in accordance with Standard Operating Procedures.
• Circulating WIP reports to the team for further review by the Partner/MMA.
• Co-ordinate Legal Translation.
• Sending Invoices to the clients.
• Co-ordinate DLAD / CLPD session bookings.
• Registration for events as and when required.
• Prepare and submit request for reimbursements.
• Arrange Courier / Registered Post as and when required.

Jobholder Requirements

• Career-minded candidates who have legal sector or other professional services experience / background, i.e. from the Big Four or banking sector.
• ‘Can-do’ attitude, demonstrates proactivity and takes the initiative.
• Consistently demonstrates secretarial competencies to the highest level in all areas.
• Strong technical skills, including proficient in all software packages (Word, Excel, PowerPoint).
• Excellent Arabic-English communication skills (fluency in reading, writing, speaking and ability to translate and/or review translations).
• High level organisational skills with the ability to prioritise and work to tight deadlines and manage own caseload.
• Understanding of the importance of Client Service.
• Working knowledge of house style, document management systems, templates and precedents.
• Personal Qualities
  • Flexibility, Dedication, Humanity and Efficiency.
• Diversity and Inclusion
  • Respects and enjoys the diversity of cultural, social and academic backgrounds found in the Firm.
  • Candidates must be based in Dubai since the role is based in our Dubai office.