Legal Advisors Abdulaziz Alajlan & Partners
Role purpose
We are looking for a first-class Secretary who can demonstrate secretarial and administrative competencies to the highest level. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. The ability to interact with staff at all levels, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality, is crucial to this role.
Main responsibilities
- To understand key role, responsibilities and priorities of Partner, seeking out opportunities to use initiative to improve the efficiency of the way Partner works
- To proactively manage the Partner’s time, ensuring regular catch-up meetings to review and update on diary commitments and key priorities
- To maintain and manage Partner schedule acting as the key contact point for Partner, both internally and externally, demonstrating a high level of proactivity when managing diaries and arranging meetings
- To proactively prepare agendas, papers etc. in advance of key meetings
- To demonstrate a high level of proactive e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up, responded to and actioned in Partner’s absence
- To proactively make travel arrangements (visas, flights, hotels, dinners), taking full ownership of all logistics and preparing itineraries
- To proactively support billing processes and timesheets
- To provide personal support (non-Firm related), subject to Secretary’s discretion
- To prepare client registration documents, engagement/assignment letters, conflicts checks, money laundering and audit Letters, with direction from partner/fee earner
- 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 manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving the Document Support Centre, as required
- Drive use of Interaction, proactively communicating with Fee Earners to ensure that data is up to date and used effectively
- To work with other Secretaries in 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
- To support Marketing and BD administration e.g. prepare pitch documents, arrange marketing events, ad hoc research
- To work in accordance with the Standard Operating Procedures
About the team
- You will report to: The Managing Partner
- Your direct reports, if any: N/A
- Travel requirements: N/A
About the candidate
Technical skills, qualifications and experience
- Experience of providing secretarial and administrative support for Senior Executives, preferably within the legal sector or other professional services firms or within a corporate environment.
- Excellent Arabic-English communication skills (fluency in reading, writing, speaking and ability to translate and/or review translations).
- Strong administration and organisational skills.
- Ability to work autonomously and in a fast paced environment.
- Excellent verbal, written and interpersonal skills.
- Ability to plan, schedule and arrange own activities to accomplish objectives.
- Strong client service and delivery focus.
- Discretion and trustworthiness: you will often be party of confidential information.
- Attention to detail and commitment to maintaining data integrity.
Personal qualities
These personal qualities represent the shared characteristics of high performers within the Firm.
Know How
- Keeps across key developments in all relevant areas and demonstrates the ability to develop substantive authority in relation to the Firm’s specialist fields
- Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distils a range of possibilities by thinking in a considered, prudent manner
- Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with agility of mind and capacity for analysis and synthesis
Dedication
- Driven by a strong personal sense of integrity and upholds exemplary quality standards
- Prepares thoroughly, takes responsibility, uses initiative and is self-reliant to ensure work progresses to the fullest extent possible
- Hardworking and diligent with a keen understanding of client demands
- Demonstrates composure when dealing with difficult situations
Personal Impact
- Creates a positive impression at all times; develops relationships through collaboration and reciprocity
- Negotiates to achieve outcomes that are mutually satisfactory; shows good judgement on when to stand strong and when to compromise
- Invests in, nurtures and builds a network of productive relationships
Humanity
- Respectful to others, regardless of their position, and earns the respect of others by being transparent
- Has care and concern for others and a genuine interest in others as people
- Treats delicate or confidential issues with grace and discretion
About Legal Advisors
Legal Advisors, Abdulaziz Alajlan & Partners is a fully established Saudi firm that works in association with the global firm Baker McKenzie, providing comprehensive advice and supporting all types of cross-border transactions such as multinational mergers and acquisitions, capital market transactions, corporate and commercial matters, international finance and complex multi-jurisdictional litigation.
We can offer you the work, pride and experience of being part of a leading law firm in an environment that is hardworking, friendly and supportive.
At Legal Advisors, Abdulaziz Alajlan & Partners we welcome direct applications.
To send your resume or for more information about this position or to discuss any adjustments you may require during the process please use this email; [email protected]
NO AGENCIES PLEASE
Please note Legal Advisors, Abdulaziz Alajlan & Partners does not accept unsolicited CVs.
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