Legal PA / Legal Secretary (Dubai)

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial and collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realise their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Legal Practice Support team in our Dubai office as a Legal Practice Support Assistant.

Standard hours are 8:30 to 6pm with flexibility in accordance with the needs of the business.

Responsibilities

Technical:

• Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;
• Quick and accurate preparation of bills ensuring they are sent out as quickly as possible, following up with Accounts or other departments and clients as required;
• Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary, and opening files in coordination with clients on new engagements;
• Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary;
• Accurate proofreading of documents, paying particular attention to headers/footers;
• Organising travel arrangements and preparing itineraries where necessary;
• Preparing material (often using PowerPoint) for presentations;
• Assisting with timesheet posting if required;
• Use and update InterAction;
• Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role); and
• Other legal support requirements working with lawyers and other legal support professionals in the firm.
  
  

Personal Management

• Managing fee earner work, allocating and prioritising tasks on a daily basis;
• Filing of paper documents, electronic filing and keeping administrative files up to date;
• Follows firm's archiving process as set by Records Management;
• Closing files promptly, transferring files over when a fee earner leaves, etc.;
• Arranging courier deliveries; and
• Ensuring distribution lists are kept up to date, amending as necessary after new conflicts checks.
  
  

Client Focus

• Assisting with client queries in a professional and timely manner;
• Assist internal clients (all groups within the business) with queries and respond in a timely manner; and
• Assisting with business development initiatives, i.e. organising client lunches, visits, etc.
  
  

Communication

• Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible;
• Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries; and
• Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
  
  

Teamwork

• Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.
  
  

Results Driven

• Managing fee-earners' e-mails as required and dealing with e-mail queries when appropriate;
• Assists/supports fee earners with internal processes, picks up IT issues and resolves accordingly; and
• Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group.
  
  

Qualifications

Educated to GCSE or O Level standard or equivalent, A Level preferable.

Minimum RSA II typing.

A secretarial qualification an advantage.

Experience, Skills And Personal Attributes

Experience:

• Knowledge of Corporate, Finance and Dispute Resolution work within a legal environment preferable.
• Experience of working in a partnership environment (and preferably an international law firm environment).
  
  

Technical Abilities

• Accurate spelling, grammar and punctuation.
• Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.
• Typing speed 60+ wpm.
  
  

Personal Attributes

• Personable, flexible and enthusiastic approach to team work.
• Good, articulate telephone manner.
• Self-starter, ability to use initiative and provide pro-active support to fee-earners.
• Ability to pay attention to detail, particularly with emails, and to check own work.
• Reliable and well organised.
• Ability to work under pressure within strict deadlines and takes responsibility for their work
  
  

At Mayer Brown, we are committed to creating an inclusive work environment that offers our people the opportunity and support they need to succeed.

Our culture promotes mutual respect, acceptance, cooperation and productivity among people from all backgrounds and values different perspectives and ideas.

One of our core values at Mayer Brown is to promote inclusion at all levels within the business which is actively supported by our Employee Resource Groups.

We are happy to discuss any reasonable adjustments that individuals may require throughout the recruitment process and once they have joined the Firm.