Legal Support Secretary

The roleKey ResponsibilitiesThe support provided will be as part of a team with shared responsibilities and the LSS will be expected to refocus tasks and priorities periodically as required by the practice area. The LSS reports to the Office Manager whilst predominantly supporting the Abu Dhabi Managing Partner as well as Associates in the wider GF team. The LSS is also expected on a daily basis to create a positive working relationship with the fee earner(s) and the team with whom they work. Below describes the core areas of the support service which an LSS provides.Core ServicesCalendar/Meeting Management - maintain and manage fee earner schedules and act as the key contact point for fee earners both internally and externally.Travel organize complex travel bookings in liaison with the local travel agent together with any visa applications and transport bookings.Time & Expenses oversee time entries and amendments for fee earners on a timely basis;  timely submission of expense reports.Liaising with Reception for meeting and video conference set-up.Draft emails and letters printing/copying/scanning updates to client contacts in InterAction.Submit annual mandatory training summary for Dubai fee earners on CLPD portal.Client Support - support client activities and requirements in a proactive manner.Team Support - work collaboratively with other LSS team members to provide a responsive and professional support service to fee earners; covering for team members during absences with some occasional Reception cover.Onboarding assist with onboarding of new fee earners through scheduling of onboarding sessions with various departments office introductions practice area introduction event explanation of matter lifecycle processes time recording expenses and overview of LSS support. Practice Support ServicesClearance Risk and ComplianceHandle client conflict checks and clearance with the conflicts team based in London.Coordinate matter set up in liaison with Partner/fee earner to ensure minimum mandatory information has been provided and liaising with HR regarding client secondment setup.Follow-up with Partners/fee earners in respect to compliance around engagement letters and MTM. Matter ManagementMatter project administration organize client & matter team meetings regular document archiving drives create matter folders upload documents to matter site and create working parties lists.Monitor and recommend matters that would benefit from a project management resource or the use of certain Best Delivery tools to matter team.Notify Billing Business Development and Best delivery when a Partner instructs a matter to be closed. Matter Team SupportDocument Management/Production - manage document processing from beginning to end including edits formatting house styles and proofreading liaising with the Document Production Unit in London if required.Assist the originals team with the original process (soft & hard copies) when necessary.Liaise with the print room staff regarding printing of bibles and bundles together with any other bulk printing requests.Liaise with clients on behalf of the matter team when necessary.Attend practice area meetings or client calls taking notes and providing other administrative support. Business DevelopmentUtilize Powerpoint skills to assist Business Development and Partners with creating and amending pitches.Coordinate updates to fee earner master CVs as per information received in Deal Updates.Monitor Live Pitch emails from Business Development and update all teams should there be any missing pitches/offers.Notify Business Development Finance and Best Delivery of pitches that are won or lost if Business Development are not aware through their updates. FinanceUpdate and maintain all system information for fee earners clients including working with the local billing team to generate monthly bills running matter financial reports amending billing narratives and invoice mark-ups.Add phases tasks rates and debtors to matter financial information.Key Working RelationshipsAlong with all Secretarial Services staff a key attribute of the LSSs success will be dependent on the positive and collaborative working relationships which they build with colleagues in the Practice Area. The key working relationships for the LSS will be:Fee earners to whom they provide first-line support and cover supportFee earners clientsOffice ManagerLocal Finance Business Development Best Delivery and IT teamsLocal Offices Services team including other LSS and ReceptionLondon Document Production Unit Qualifications : Your experienceMinimum typing speed of 60 wpmAdvanced knowledge of Microsoft Word Excel and PowerpointPrevious work experience in a professional services environmentA-Level standard or equivalentExcellent Communication skillsSelf-Management and OrganisationProblem solving judgment and decision makingWorking with others as a part of a team and on your own initiativeClient focusNetworking and organisational aw