Legal Secretary

The Team

To provide comprehensive legal support to Fee Earners across the Kingdom of Saudi Arabia and where required the wider MEA region. The role is responsible for supporting the delivery of Fee Earners work by undertaking all aspects of the Legal Secretary function and where appropriate coordinating with Administrative Assistants and Document Production teams based within the GBS hub in the United Kingdom. The role retains ownership and accountability for all tasks through to completion ensuring effective workflow management organisational support and the consistent delivery of high-quality client service.

Key Responsibilities

Client Relationship Management

Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate.

Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting before it is passed to the relevant Fee Earner.

Taking and making client related calls dealing with and handling message taking as appropriate.

Liaise with clients and marketing team to provide support for scheduling tender meetings directory interviews client training etc.

Manage Interaction and ensure new prospects clients and contacts activities and business development informationare added.

Responsible for keeping up to date with client specific protocols and processes including regional variations implementing providing guidance and training to others where necessary and ongoing monitoring.

Administrative

Responsible for keeping track of and assisting with files to be opened and closed via the Client Matter Intake Team (CMI) across the region and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.

Responsible for files to be opened closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.

Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters liaising with teams across the MEA region where required.

Support fee earners in business development activities including the involvement in preparation of CVs pitches presentations capability statements and client registration portals scheduling meetings e.g. tenders directories internal clients.

Work with Business Development Managers across the MEA region on the maintenance of CRM to ensure key client contacts are in Interaction and bounce-backs e.g. contacts with rejected email addresses are reviewed updated or archived from system.

Assisting in the organisation of internal and external events seminars and conferences (vulture).

Manage diaries ensuring they are up to date anticipating requirements including cross-regional meetings travel and coordination with regional stakeholders e.g. associated travel/accommodation bookings meeting rooms drafting itineraries preparing agendas preparing and circulating papers.

Produce and maintain Excel spreadsheets as required.

First point of contact for the team dealing with queries and acting on initiative to provide exceptional client service promoting and developing ownership within the teams.

Arrange for the preparation and collation of internal sector newsletters and briefings.

Arrange photocopying printing organising couriers sending out letters faxes etc.

Receiving instructions via digital dictation for tasks and acting upon the same.

Maintaining LinkedIn profile updating connections and adding new activity.

Arrange travel and accommodation to prepare and produce and keep track of itineraries.

Arrange restaurant bookings for Business Development and Client meetings.

Maintain Fee Earners mailboxes and electronically file e-mails and documents.

Deal with e-mails during Fee Earners absence from the office and to take appropriate action.

Conduct ad hoc internet research.

Update client/contact database on Outlook as well as on InterAction.

Cover for other team members when required and capacity allows.

Communication

Key point of contact for Fee Earners and Clients including coordination with regional and cross-regional counterparts across MEA to maintain relationships and ensure a high level of support is always provided by the team.

Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate Fee Earner and actioned as necessary; proactively responding to and drafting responses on behalf of others prioritising emails collating necessary paperwork and e-filing.

Liaising with and providing support to immediate colleagues in the department and where practical across the MEA region as requested by Team Leader. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload.

Minute taking following up designated actions to ensure completion ahead of the next meeting.

Liaison with and taking direction from your Legal Support Manager.

Liaise with the Legal Support Manager and Team Leader over any planned absences arranging cover as necessary and communicating this to the relevant Fee Earners.

Financial

Assisting Fee Earners with billing related tasks.

Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.

Request cheques bank transfers and paying in money received as appropriate.

Supporting the co-ordination of the WIP process.

Dealing with matter related finance administration to include APRs BACs TTs.

Processing expenses.

Processing

Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader/Legal Support Managers where challenges arise.

Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones.

Responsible for ensuring client and matter data is maintained and updated within appropriate systems raising requests with the BAU team globally as appropriate.

Online applications e.g. Companies House Land Registry Searchflow CRU forms. Undertaking searches and completion of requisite forms and submission.

Ensuring compliance with firm wide/department policies and procedures.

Customer Service

Arranging and attending team meetings.

Liaising with Fee Earners Team Leaders and Legal Support Managers locally and across the MEA region to take instruction and liaise on work requirements.

Consistently and appropriately update service users on progress where appropriate.

Regularly offer assistance wherever possible.

Essential Skills & Experience

Advanced knowledge of document management/case management systems.

An effective communicator with the ability to establish and build client relationships striving to provide exceptional service at all times.

Customer/client service focused.

Proven experience of managing high level client facing tasks and priorities with a hands-on practical approach.

Effective at investigating issues and seeing a problem through to conclusion.

Conscientious taking personal responsibility for own work and accountability for its delivery and quality.

Excellent team player sharing in team goals to provide excellent quality and efficiency of service with a willingness to take on new responsibilities and challenges.

Positive can-do attitude with the ability to adapt to change.

Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.

Well organised and methodical with excellent attention to detail ensuring accuracy in all client communications and deliverables.

Technical Skills

Experience of working in a legal or professional services environment.

An aptitude for providing top level organisational support anticipating support needs producing documents and client communications of the highest standard.

Advanced knowledge of Microsoft Office.

The Firm

When you work at Clyde & Co you join a team of 500 partners 2400 lawyers 3200 legal professionals and 5500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make unite us in our endeavours and strengthen our delivery for both our clients and our firm. We work as one excel with clients celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential using its legal and professional skills to support its communities. We do this through pro bono work volunteering and charitable partnerships and minimising the impact it has on the environment including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore we welcome and encourage all applications from suitably qualified individuals regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you what its used for how its obtained your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.

الشركة

عند انضمامك إلى شركة كلايد أند كو تصبح جزءا من فريق عالمي يضم 500 شريك و2400 محام و3200 متخصص قانوني وأكثر من 5500 موظف فيما يقارب 70 مكتبا وفرعا حول العالم.

تشكل قيمنا المبادئ التي توجه قراراتنا وتوحدنا في مساعينا وتعزز جودة أدائنا سواء تجاه عملائنا أو شركتنا. نعمل بروح الفريق الواحد ونتميز في خدمة عملائنا ونحتفي بالاختلاف ونتصرف بجرأة.

نلتزم بالعمل بمسؤولية من خلال السعي نحو بناء قوة عاملة متنوعة وشاملة تعكس المجتمعات والعملاء الذين نخدمهم. كما نكرس جهودنا لتوفير بيئة تمكن الجميع من تحقيق إمكاناتهم الكاملة وتسخير مهاراتهم القانونية والمهنية في دعم مجتمعاتهم. نجسد هذا الالتزام من خلال تقديم الخدمات القانونية المجانية والمشاركة في الأعمال التطوعية وبناء شراكات خيرية إلى جانب تقليل أثرنا البيئي بما في ذلك التزامنا بمعيار صافي الانبعاثات الصفرية ووضع أهداف طموحة لخفض الانبعاثات.

التزامنا

تفخر كلايد أند كو بكونها شركة ملتزمة بمبادئ تكافؤ الفرص. تشجعنا قيمنا على دعم العدالة والاحتفاء بالتنوع ورفض جميع أشكال التمييز في بيئة العمل بما يتيح لكل فرد فرصة التميز والنجاح في مسيرته المهنية. ولذلك نرحب بجميع طلبات التوظيف من الأفراد المؤهلين بغض النظر عن خلفياتهم أو هوياتهم. للتعرف على خطوات عملية المقابلة لدينا.

ملاحظة بشأن الخصوصية

نرجو منك تخصيص بعض الوقت لقراءة إشعار الخصوصية الخاص بنا والذي يوضح البيانات الشخصية التي قد تحتفظ بها الشركة وأغراض استخدامها وآلية جمعها وحقوقك بصفتك صاحب بيانات وطرق التواصل معنا.

إذا كنت تقدم مرشحا بالنيابة عن وكالة توظيف شريكة فإن من مسؤوليتك الأساسية والضرورية التأكد من أن المرشح المتقدم للعمل لدى الشركة قد اطلع على هذا الإشعار.

يرجى ملاحظة أن هذا الوصف الوظيفي يعكس الوضع الحالي إلا أن شركة كلايد آند كو تحتفظ بحقها في تعديله بشكل معقول بما يتماشى مع احتياجات العمل المتغيرة.